With dozens of tools out there, finding the right PTO tracker can feel overwhelming. To help narrow your search, we’ve handpicked seven standout platforms that are leading the way in 2025—each offering reliable features, great usability, and strong user reviews. 

Following thorough testing and in-depth research, we’ve selected the top 7 PTO tracking software platforms for 2025. Below, you’ll find detailed summaries of each solution, highlighting their main features, cost structures, and the advantages and drawbacks to help you choose the ideal match for your team.  
 
1. Time Off Manager 365: Best Overall PTO Tracking Software   
 
Time Off Manager 365 is a comprehensive leave management solution built to remove the hassle from tracking employee time off. It automates every step, providing teams with clear visibility into upcoming absences to streamline scheduling and avoid conflicts. With an easy-to-navigate interface and deep integration with popular collaboration tools like Microsoft Teams, Slack, and Google Workspace, Time Off Manager 365 fits seamlessly into your team’s everyday workflow. 

Employees can request leave quickly using familiar platforms without switching apps, while managers receive instant alerts to approve or deny requests within the same environment. The system handles the complex tasks behind the scenes—automatically calculating accruals, carry-over balances, and managing customizable approval rules, including options for auto-approvals such as for sick leave. 

Highly adaptable, Time Off Manager 365 supports unlimited leave categories, accommodates multiple office locations, and respects local or regional holiday policies. Available in several languages, it’s built for organizations operating across borders. As your company grows, you can enhance the platform with advanced features like role-based entitlements, probation tracking, blackout periods, and seniority adjustments. 

With continuous updates informed by user feedback, the platform ensures a smooth experience for everyone. Employees can easily access a personalized dashboard to monitor their time off, while managers benefit from real-time reports and shared calendars to keep the whole team aligned. Whether you’re running a small business or managing a large corporation, Time Off Manager 365 scales effortlessly alongside your needs.  
 
Key Features

Effortless Leave Requests and Approvals 
Employees can submit time-off requests quickly through the web platform or directly within Slack and Microsoft Teams. Managers receive instant notifications and can approve or deny requests with a single click. Automated alerts keep both employees and supervisors informed throughout the process. For added efficiency, certain leave types—like sick days—can be set to auto-approve, reducing delays and administrative overhead. 

Tailored Leave Policies 
Design and manage an unlimited variety of leave types that fit your company’s exact requirements. Set custom accrual schedules, define carry-over limits, specify blackout dates, and apply differentiated PTO rules based on employee roles or seniority levels. This level of customization ensures the system adapts to your business rather than forcing your policies into a rigid framework. 

Support for Multiple Locations 
Ideal for organizations with teams spread across different regions, Time Off Manager 365 allows you to configure unique holiday calendars and PTO guidelines for each office location. It automatically accounts for local holidays and regional differences, so your leave management stays accurate and compliant no matter where your employees work.   
 
Seamless Integrations and Calendar Synchronization 
Time Off Manager 365 connects effortlessly with platforms like Slack, Microsoft Teams, and Google Calendar, allowing approved time-off entries to appear directly on your personal or team calendars. For businesses needing tailored workflows, it also provides an API to build custom integrations. This connectivity eliminates duplicate data entry and keeps everyone up to date without extra effort. 

“Our team loves how easy it is to request and approve leave right within Slack—what used to take days now happens in minutes.“ — User review, 2025 

Live Dashboards and Comprehensive Reporting 
Employees have on-demand access to their current PTO balances and time-off history via a user-friendly dashboard. Administrators benefit from advanced reporting tools that reveal PTO usage patterns, remaining leave days, and overall trends. Reports can be scheduled and sent automatically to relevant managers or HR personnel, ensuring transparency and making workforce planning smoother than ever. 

Anywhere, Anytime Access via Mobile 
Designed with mobility in mind, Time Off Manager 365 lets employees and managers submit and approve leave requests from their smartphones or tablets. Notifications through email and chat are fully optimized for mobile devices, helping ensure timely responses even when teams are out of the office or on the move.  
 
Pros 

Time Off Manager 365 delivers a focused and effective PTO management experience without unnecessary complexity. Users appreciate how easy it is to transition from manual spreadsheets to a clear, transparent system that employees find straightforward and reliable. 

Its seamless integration with popular communication platforms like Microsoft Teams helps make managing time off a natural part of everyday workflows. Despite its affordability, Time Off Manager 365 offers powerful features typically found in enterprise solutions, including role-based access controls and automated leave accruals. With a strong customer satisfaction rating and a responsive support team, it stands out as a trusted choice for organizations of all sizes.    
 
Cons 

Time Off Manager 365 is purpose-built for managing time off, which means it doesn’t include broader HR features like payroll processing or performance management. However, this focused approach can actually be a benefit if all you need is a reliable, easy-to-use PTO tracking system—without the cost or complexity of a full HR suite. 

2. Buddy Punch: Ideal for Teams Needing Both Time Tracking and PTO Tools

Buddy Punch offers more than just PTO tracking—it’s a complete time management platform. Perfect for teams that need both clock-in/clock-out functionality and leave management in one place, it helps monitor work hours, manage shifts, track overtime, and process time-off requests without switching systems. Everything from attendance to PTO approvals is handled under one roof, making it a practical choice for businesses that want an all-in-one time and attendance solution 

Key Features 

All-in-One Time and Leave Management 
Buddy Punch stands out by combining attendance tracking, scheduling, and PTO management into a single, user-friendly platform. Employees can clock in, clock out, and submit leave requests—all from the same app, reducing confusion and saving time. 

Automated PTO Accruals 
Set custom accrual rules based on your company’s leave policy, and Buddy Punch will handle the rest. Time off is earned automatically and deducted once it’s used, keeping PTO balances current without manual adjustments. 

Custom Leave Categories 
Create and manage different types of leave, such as vacation, sick days, or personal time. Each category can have its own set of rules, ensuring your leave tracking matches your company’s structure. 

Employee Portals and Alerts 
Employees can log in to check their available time off and submit requests directly from their dashboard. Managers receive automatic email reminders when approvals are pending, helping speed up the process and prevent delays. 

Payroll and Calendar Integration 
Buddy Punch integrates with leading payroll systems like ADP, QuickBooks, and Paychex, making sure PTO data flows smoothly into your payroll calculations. It also syncs with calendar tools and supports API access for companies needing custom integrations. 

Pros 

Buddy Punch is a great pick if you’re looking to manage employee hours and time off in one place. It removes the hassle of juggling multiple tools for scheduling, attendance, and leave requests, making operations smoother for both HR teams and managers. 

Cons 

While Buddy Punch handles leave tracking well, its strengths lie more in time and attendance features. The PTO tools are effective but not as in-depth as what you’d get from a platform built solely for leave management. Reports tend to focus on work hours rather than detailed PTO trends. If you’re only looking for PTO tracking, this might be more than you need. 

Pricing 

Buddy Punch offers plans starting at $4.49 per user/month, making it an affordable option for teams that want combined time tracking and PTO features without breaking the budget. 

3. BambooHR: Top Choice for All-in-One HR & PTO Management

BambooHR is a comprehensive HR platform designed for small to mid-sized businesses, with built-in PTO tracking as part of its broader HR suite. In addition to managing time off, it supports everything from recruiting and onboarding to payroll and employee records—making it a great option for companies seeking an all-in-one HRIS solution with PTO tracking baked right in. 

Key Features 

All-in-One HR Platform 
BambooHR offers a complete HR toolkit that goes far beyond leave tracking. It includes features like applicant tracking, digital onboarding, employee database management, and performance reviews. Since everything is housed within one system, managing PTO becomes a seamless part of the broader employee lifecycle—ideal for companies aiming to bring all HR functions under one roof. 

Customizable Leave Rules 
Whether your company offers traditional PTO, unlimited vacation, or separate sick leave policies, BambooHR lets you tailor the rules to match. You can set accrual rates, carry-over limits, and maximum caps by employee role or department, giving your HR team full control over how time off is structured. 

Self-Service Access for Teams 
Employees can log into their own BambooHR account to check current PTO balances and request leave at any time. Managers get access to a clear dashboard that shows pending approvals and gives them an overview of who’s out and when, making team coordination easier. 

Leave Calendar and Scheduling Transparency 
BambooHR’s built-in calendar shows holidays, upcoming leaves, and absences across the team—helping managers avoid overlapping time off. It also integrates with tools like Google Calendar or Outlook so everyone stays informed about who’s on vacation or unavailable at a glance. 

Mobile-Friendly PTO Management 
With BambooHR’s mobile app, employees can view their available time off and submit leave requests from anywhere. Managers can review and approve those requests on the go, making it easy to stay on top of leave management even when away from the office. 

Robust Integration Capabilities 
BambooHR connects with a wide range of third-party tools. For time-off tracking, it syncs with popular calendar platforms to reflect employee absences in real-time. Beyond PTO, it integrates with payroll software, benefits platforms, and other HR solutions—creating a connected, end-to-end HR experience. 

Pros 

BambooHR brings everything into one place—from leave tracking to employee records—eliminating the need for multiple disconnected tools. It reduces data duplication and improves overall HR accuracy. As your company grows, BambooHR can grow with you—starting with essential HR features like PTO tracking, and expanding into performance, hiring, and payroll with add-on modules available within the same platform. 

Cons 

While BambooHR offers a powerful all-in-one HR solution, it may feel like overkill for teams that just need basic PTO tracking. Since it’s built as a full HRIS, you might end up paying for tools you don’t plan to use. There’s also no self-serve free trial available—you’ll need to request a demo or commit to a pilot setup. For companies implementing multiple modules, the initial setup may require extra time and coordination 

Pricing 

BambooHR offers customized pricing tailored to each organization’s needs, so rates aren’t listed publicly. To get detailed pricing, you’ll need to contact their sales team for a personalized quote. 

4. Factorial HR: Best Choice for Customizable HR and PTO Solutions
Factorial HR is a versatile platform tailored for small to medium-sized companies and global teams. It provides a broad range of HR capabilities, but its standout feature is the modular setup—allowing you to activate and pay for only the tools you need, such as PTO management. This flexible approach helps keep costs aligned with your actual requirements, making it a smart, budget-friendly option.  
 
Key Features 

Flexible, Modular HR Solution 
Factorial offers a customizable HR platform where PTO tracking is just one piece of a larger system. Alongside leave management, you can opt into features like time tracking, applicant management, performance evaluations, organizational charts, and digital document signing. This modular design means you can start with essential PTO and HR functions, then easily add new tools as your business grows—no need to switch platforms. 

Highly Customizable PTO Settings 
Factorial lets you build PTO policies that fit your company’s unique needs. It supports detailed configurations such as accrual schedules, multiple types of leave, and blackout periods during which time off cannot be requested. This flexibility ensures your leave rules are enforced accurately and fairly. 

User-Friendly Employee Dashboard 
Employees have access to a straightforward portal where they can submit time-off requests, check their available balances, and view a calendar showing team absences. The interface is praised for being intuitive. Managers receive approval requests via email or the app and get timely reminders to avoid bottlenecks. 

Comprehensive Reporting and Analytics 
Factorial provides visual dashboards and reports to help HR track PTO trends, identify patterns such as underutilized leave or frequent sick days, and make informed decisions. The system supports data export and integrates with payroll systems to ensure accurate paycheck calculations for paid and unpaid leave. 

Pros 

Factorial’s à la carte feature model can offer better value for companies looking to pay only for what they use. If your HR needs extend beyond just PTO tracking, it serves as a versatile platform that consolidates multiple HR functions, helping reduce the complexity of managing several separate tools. 

Cons 

Being a newer player in the HR software market, Factorial might have fewer integrations with third-party apps compared to more established competitors. While the flexible pricing is appealing, costs can add up quickly as you add more modules, so it’s important to verify your quote matches your exact feature requirements. Also, if your sole focus is PTO management, a dedicated leave tracking solution may provide a simpler, more streamlined experience. 

Pricing 

Factorial provides a free trial to help you explore its features risk-free. Paid subscriptions usually begin at approximately $4.50 per user each month, making it an accessible option for growing teams. 

5. Calamari: Ideal for Expanding Businesses with Global Teams
Calamari specializes in PTO and attendance tracking designed to support companies growing across multiple countries. Offering distinct modules for leave management and time tracking, you can choose to implement either independently or combine them for a full workforce management solution. Its standout feature is the ability to accommodate complex, region-specific PTO policies and a wide variety of absence types—perfect for organizations with international offices or remote employees scattered worldwide. 

Key Features 

Global Leave Management 
Calamari is designed to support businesses with international operations by allowing you to customize holiday calendars and PTO accrual policies for each country or location. It automatically factors in local public holidays and adheres to various statutory leave regulations, helping ensure consistency and compliance worldwide. 

Wide Range of Absence Types 
The platform lets you manage an unlimited number of leave categories, from traditional vacation and sick days to specialized options like parental leave, study leave, or wellness breaks. Each type can have its own specific rules to match your company’s unique policies. 

Mobile Accessibility and Real-Time Alerts 
With dedicated mobile apps for both iOS and Android, Calamari makes requesting and approving time off easy from any device. Push notifications and alerts keep employees and managers updated on the status of leave requests, streamlining communication. 

Robust Integrations and Customization 
Calamari connects smoothly with widely used tools such as Slack, Jira, Google Workspace, and Microsoft Office 365. Its calendar integrations automatically update approved leaves to Google Calendar or Outlook, while the API allows for custom integrations to fit your specific workflow. 

Flexible, Scalable Modules 
Offering separate modules for leave and attendance management, Calamari lets growing businesses start with just PTO tracking and add attendance features later as needed. This modular design provides flexibility to adapt as your organization evolves. 

Detailed Reporting and Insights 
The platform generates comprehensive, exportable reports that give HR teams visibility into leave balances, outstanding liabilities, and absence trends. These insights help in forecasting and ensuring fair and accurate leave management across the company. 

Pros 

Calamari stands out for its user-friendly design, making it simple for both administrators and employees to navigate. Its capability to manage diverse PTO policies across multiple locations is especially valuable for businesses expanding into new regions. The platform is also lightweight when using just the leave management module, avoiding unnecessary complexity for teams that want straightforward PTO tracking. 

Cons 

While Calamari excels at PTO and basic attendance management, it doesn’t offer a complete HR suite. Organizations looking for payroll, performance reviews, or other advanced HR features will need additional software. Because Calamari charges separately for its Leave and Time Clock modules, costs can add up if you use both. Additionally, its integration ecosystem, though covering essential tools like calendar apps and Slack, isn’t as extensive as some larger competitors. 

Pricing 

Calamari provides a 14-day free trial to explore its features risk-free. Pricing for the Leave Management module begins at $2 per user each month, with a minimum monthly fee of $20, making it accessible for small to mid-sized teams. 

6. Timetastic: Perfect for Small Teams and Simple PTO Needs
Timetastic offers a straightforward and affordable PTO management solution, ideal for small businesses and tight-knit teams. If you’re currently juggling leave requests through spreadsheets or email threads, Timetastic replaces those with a clear, easy-to-use online calendar. It’s designed to simplify time-off tracking without unnecessary extras—making it a practical upgrade from manual systems like wall charts or Excel sheets.  
 
Key Features 

Intuitive Shared PTO Calendar 
At the heart of Timetastic is a visually clear, color-coded calendar that displays who’s scheduled to be off each day. Employees can easily select dates to submit leave requests, and managers can approve them with a simple click. 

Mobile-Friendly and Email-Based Requests 
Timetastic offers both a mobile app and email functionality for submitting time-off requests. Employees can request leave through the app or web portal, which then sends an approval email to managers. Approvers can quickly respond directly from their inbox without needing to log in. 

Automatic Leave Balance Management 
Set individual annual leave allowances for employees, and Timetastic will automatically update their remaining balances as time off is used, ensuring accurate tracking without manual effort. 

Organize by Departments and Unlimited Users 
The platform lets you group employees into departments for easy calendar filtering and assign specific approvers by team. Even on the basic plan, there’s no limit to the number of users or departments, making it a flexible solution that scales alongside your growing team. 

Helpful Daily and Weekly Email Summaries 
To keep everyone informed, Timetastic sends daily emails listing which team members are off that day, as well as a weekly summary every Monday outlining upcoming absences. This reduces the need to frequently check the calendar and helps with planning. 

Pros 

Timetastic shines for its straightforwardness and affordability. Users appreciate how easy it is to navigate without any training—requesting time off and viewing schedules is intuitive from day one. Its focused approach means there’s no overwhelming clutter or unnecessary features, making it ideal for small businesses that need a simple yet effective way to manage PTO and keep everyone in the loop. 

Cons 

By design, Timetastic offers a more basic feature set compared to comprehensive PTO systems. It lacks advanced options like complex accrual calculations, automatic carry-overs, or managing multiple leave types with separate balances. The platform mainly supports fixed annual allowances, so if your company requires monthly accruals or hourly tracking, Timetastic may not meet those needs. Additionally, it doesn’t provide detailed leave category tracking, which can be limiting for organizations with diverse absence policies. If your requirements extend beyond basic PTO scheduling, Timetastic might feel too minimal. 

Pricing 

Timetastic’s Basic plan starts at just $1.50 per user each month. New users can take advantage of a 30-day free trial with no credit card required, allowing you to test the platform risk-free before committing. 

7. Replicon: Top Choice for Enterprise-Level Time and PTO Management
Replicon delivers a robust and customizable time management solution designed especially for mid-sized to large organizations. Alongside its advanced PTO tracking capabilities, it offers comprehensive features such as detailed time tracking, project cost analysis, and AI-driven productivity insights. This platform is well-suited for enterprises that need deep customization, strict compliance controls, and seamless integration options—and are prepared to invest in a high-end, feature-rich system. 
 
Key Features 

Extensive PTO Policy Customization 
Replicon supports highly detailed and flexible PTO configurations, allowing you to set up complex accrual systems, tier-based entitlements, region-specific regulations, and union-specific requirements. It also enables automatic allowance adjustments, such as bonus days added on anniversaries or at year-end, making it ideal for large organizations with diverse policies or multiple divisions. 

Self-Service Dashboards for Employees and Managers 
Employees can easily view their current PTO balances, upcoming approved leave, and forecast future accruals to plan time off confidently. Managers have access to a centralized portal for reviewing and approving requests, managing team calendars, and making edits when necessary. 

Integrated Workforce and Productivity Insights 
Beyond PTO tracking, Replicon offers modules for tracking time on projects, client billing, and task management. Leveraging AI, it can automatically categorize work activities to provide insights into employee productivity. This comprehensive approach allows companies to correlate time off with productivity metrics for better resource planning. 

Compliance Tracking and Audit Logging 
Replicon maintains thorough audit logs of all PTO requests and approvals, which is crucial for regulatory compliance. It helps enforce legal requirements, such as mandatory leave entitlements and limits on PTO carryovers, ensuring your organization stays aligned with regional labor laws. 

Broad Integration Network 
The platform seamlessly connects with leading HR and financial software including SAP, ADP, Oracle, Microsoft Dynamics, and Salesforce. This integration ensures that PTO data flows smoothly into payroll and accounting systems, while employee information stays synced with your core HR database. 

Pros 

Replicon stands out for its ability to handle intricate PTO requirements and compliance needs across multiple locations. It’s a powerful solution for enterprises juggling diverse leave policies and seeking rigorous control over PTO management. Additionally, its combined management of working and non-working time offers a unified experience for organizations wanting to consolidate time tracking and leave processes into a single platform. 

Cons 

Replicon’s depth and capabilities come with complexity and a premium price tag, which may be overwhelming for smaller companies or those with straightforward PTO needs. The pricing can be opaque due to various modules and plans, often requiring consultation with sales for clarity. Implementation may demand significant setup time and collaboration with Replicon’s support or consultants to tailor the system to your policies. For businesses with simple leave rules, Replicon might be more advanced than necessary. 

Pricing