Workday HCM alternatives

August 13, 2025

4 min read

Looking for a Better Way to Manage Time Off? Workday Might Not Be Enough

Workday is a major player in workforce management, offering features that include leave tracking and time off requests. But for many organizations, its time off management tools feel clunky, rigid, or overly complex for everyday use.

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Quick Read

Summary generated by AI, reviewed for accuracy.

Discover flexible and cost-effective HCM platforms that suit small to mid-sized businesses better than Workday.

Explore tools like Time Off Manager 365 that simplify leave tracking, payroll, and compliance without the enterprise-level overhead.

If you’re struggling with manual approval workflows, limited customization, or high costs tied to Workday’s leave features, you’re not alone. Many companies are now exploring alternatives that offer simpler, more flexible ways to manage employee absences.

This guide explores the limitations of Workday’s time off features, introduces top alternatives built for modern teams, and helps you find a solution that better fits your company’s size, structure, and leave policies. Whether you’re managing a distributed workforce or just want smoother PTO tracking, we’ve got you covered.

Why You Might Need a Time Off Management Alternative to Workday

Workday offers a broad range of workforce tools, including time off tracking—but that doesn’t mean it works for everyone. As teams grow or workflows become more specialized, many companies realize that Workday’s one-size-fits-all approach doesn’t always support their day-to-day needs.

From usability concerns to high costs, here are some of the most common reasons businesses start looking beyond Workday for managing time off:

Expensive to Set Up and Maintain
Workday’s setup costs can be a major barrier especially for growing businesses. The initial deployment often runs into six figures, and that’s before factoring in the recurring costs for support, updates, or integrations. For companies watching their budgets, the price tag alone is enough to seek alternatives.

Not Easy to Learn
While Workday offers powerful features, they come with a steep learning curve. Teams unfamiliar with enterprise-grade systems often struggle to get up to speed. Without dedicated training or prior experience, day-to-day usage can become frustrating and inefficient, delaying the value you get from the tool.

Customization Isn’t Straightforward
Tuning Workday to match your company’s leave policies or approval workflows isn’t always simple. Many organizations need to bring in outside consultants just to make basic adjustments. This not only adds to the overall cost but slows down how quickly you can adapt the system to your processes.

Lacks Reliable Offline Access
For teams working in remote areas or locations with spotty internet, Workday’s heavy reliance on connectivity can be a dealbreaker. If your staff can’t submit time off requests or view their balances due to a poor connection, it creates bottlenecks in your operations—especially in industries like construction, logistics, or retail.

Top 9 Workday Alternatives for Time Off Management

If you’re relying on Workday for leave tracking and time off requests but find it too complex, costly, or inflexible, you’re not alone. Many teams are now turning to specialized time off management tools that offer simpler workflows, easier configuration, and better employee experiences.

Below is a curated list of eight standout alternatives to Workday each designed to handle everything from PTO tracking to leave policy automation. Whether you’re a small business or a large enterprise, there’s a solution built for your needs.

1. Time Off Manager 365

Time Off Manager 365 is a dedicated leave management solution designed to simplify how businesses track and manage employee time off. Built for speed, flexibility, and ease of use, it’s ideal for teams that want to ditch manual spreadsheets and handle all leave processes from one intuitive platform.

Why Time Off Manager 365 stands out as a Workday alternative:

Leave tracking made simple: Easily manage PTO, sick leave, vacation days, and custom leave types with real-time balance updates.
Custom leave policies: Configure rules for accruals, carryovers, and region-specific holidays to match your company’s policies.
Self-service dashboard: Employees can request leave, check balances, and view team calendars—no HR intervention needed.
Automated approvals: Set up multi-level approval workflows so time off requests are routed to the right managers instantly.
Notifications and reminders: Get automatic alerts for upcoming absences, approvals, and unused leave to stay on top of everything.
Team visibility: Shared calendars help managers plan better and avoid staffing gaps due to overlapping leaves.
Reports and analytics: Export reports on leave usage, trends, and pending approvals to support data-driven decisions.

Best for: Small to mid-sized businesses or growing teams that need a dedicated, affordable, and easy-to-deploy leave management system.

Pros of Time Off Manager 365:

All-in-one leave platform: Handles everything from PTO tracking to custom leave policies in one centralized system—no need for spreadsheets or extra tools.
Grows with your team: Whether you’re a 10-person startup or a 500-employee operation, it scales effortlessly to meet evolving leave management needs.
Clean, intuitive UI: Designed for both managers and employees, the interface is simple to navigate with minimal training required.

Cons of Time Off Manager 365:

Add-on features may raise pricing: While the base plan is affordable, adding advanced reporting or integrations can increase overall cost.
Cloud-based only: A stable internet connection is required for full functionality, which may be a drawback in offline environments.

Where Time Off Manager 365 shines:

Streamlined PTO and leave tracking: Ideal for companies looking to automate time off requests, approvals, and policy enforcement without added complexity.
Remote and hybrid teams: Great for modern teams that rely on digital tools for self-service leave management and calendar visibility.
Policy customization at scale: Perfect for businesses with varied leave structures across departments, roles, or geographic regions.

2. Rippling

Rippling is a unified workforce management platform that combines HR, IT, and finance in a single cloud-based system. Known for its modern design and automation features, Rippling helps businesses manage employee operations from hiring to offboarding—all from one place.

What Rippling brings to the table:

All-in-one platform: Combines employee records, payroll, time tracking, benefits, and even device setup into a single, connected system.
Streamlined benefits management: Handles employee benefit enrollments, compliance, and plan updates with ease.
Smart onboarding: Automatically enrolls new hires into payroll, software tools, and benefits with minimal manual input.
Integrated time tracking: Employees can clock in/out from any device, with their hours automatically syncing to payroll.
International payroll support: Easily manage payments for global teams while staying compliant with local laws.
Workflow automation engine: Save time by automating routine tasks like leave approvals or benefits reminders.
Data-rich reporting: Access powerful analytics to monitor attendance, leave trends, or payroll metrics in real time.

Pros of using Rippling:

Comprehensive workforce system: Eliminates the need for multiple disconnected tools by covering HR, IT, and finance under one roof.
Built for growth: Scales smoothly with companies as they grow and expand their teams.
Easy to use: Clean, intuitive interface makes it accessible to both HR teams and employees without steep training.

Cons of using Rippling:

Add-ons raise the price: Core tools are modular, so adding new features may increase the overall cost.
Internet required: Since it’s entirely cloud-based, it needs a steady connection to function properly.

Best use cases for Rippling:

All-in-one HR and benefits solution: Ideal for businesses wanting to centralize employee records, time off, and benefits in one place.
Fast-growing teams: Great for companies onboarding new hires frequently and needing automation to speed up setup.
Distributed workforce management: Works well for global teams that need localized payroll and unified time off policies.

Pros

All-in-One Platform: Integrates essential HR functions into a single system, eliminating the hassle of juggling multiple tools.
Flexible Growth: Designed to support businesses of all sizes, adapting and expanding as your company evolves.
Easy to Navigate: Features a clean, straightforward interface that simplifies usage for both HR professionals and staff members.

Here’s a fresh, unique version of the cons:

Incremental Costs: Adding extra features or modules can lead to higher overall expenses.
Dependence on Internet: Most functions need a stable online connection, limiting usability when offline.

Certainly! Here’s a completely unique rewrite of Rippling’s use cases:

Unified HR and Benefits Management: Great for companies that want to handle payroll, employee records, and benefits all within one connected system.
Seamless New Hire Setup: Best suited for businesses aiming to automate onboarding tasks like setting up payroll, tools, and access—right from day one.
Support for International Teams: A solid choice for global organizations needing localized payroll processing and compliance across multiple countries.

3. Gusto

Gusto is a modern workforce platform built with simplicity in mind, making it a popular choice among small and mid-sized businesses. It focuses on helping employers handle payroll, benefits, and compliance without the complexity of larger enterprise systems.

What Gusto offers:

Streamlined payroll: Runs payroll automatically, handles direct deposits, and files taxes on your behalf.
Benefits management: Offers tools to oversee employee health insurance, retirement plans, and more—all in one place.
Compliance made easy: Helps businesses stay compliant with labor laws, including automated new hire reporting and year-end tax forms.

Pros:

Beginner-friendly design: Built with a simple, clean interface that’s easy to navigate—even for teams without dedicated HR staff.
Clear pricing structure: Provides predictable, upfront pricing without unexpected add-ons or surprise charges.

Cons:

Basic feature set: May not offer the depth or customization needed by larger companies with complex HR requirements.
Limited scalability: Best suited for smaller teams—may not keep pace with fast-growing or enterprise-level organizations.

Ideal for simplicity-focused teams: Perfect for companies that want an easy-to-use system to handle payroll, benefits, and compliance without dealing with a steep learning curve.

Great for basic HR operations: A solid match for small businesses that need essential HR tools—like pay processing and benefits setup—without extra complexity.

4. SAP SuccessFactors

SAP SuccessFactors is a powerful, enterprise-grade HCM platform tailored for large organizations with complex HR needs. It delivers a wide array of tools to manage employee lifecycles, from recruitment to performance and payroll.

Key capabilities of SAP SuccessFactors:

Workforce and payroll management: Handles everything from employee data and organizational structure to global payroll operations.
End-to-end talent development: Offers tools for hiring, onboarding, goal tracking, employee evaluations, and training.
Data-driven insights: Leverages built-in analytics to support workforce planning, compliance, and strategic decision-making.

Pros:

Robust feature set: Delivers extensive tools for managing every aspect of the employee lifecycle—from onboarding to performance reviews.
International capabilities: Built to support global operations with multilingual and multi-currency support for diverse workforces.

Cons:

Challenging setup process: Deployment can be lengthy and often demands dedicated IT support or external consultants.
High total cost of ownership: Better suited for enterprises, as the cost may exceed what small or mid-sized businesses can justify.

Sure! Here’s a unique rewrite of SAP SuccessFactors’ use cases with fresh phrasing:

Best for large-scale organizations: A strong fit for enterprises needing a full featured, highly configurable HR and talent management platform.
Built for global operations: Ideal for companies managing international teams, offering tools to support localized compliance, languages, and payroll systems.

5. BambooHR

BambooHR is a user-friendly HR software built specifically for small and mid-sized companies. It focuses on simplifying HR tasks while keeping the platform accessible, affordable, and flexible for growing teams.

What BambooHR brings to the table:

Employee data management: Stores all key employee information in one place, along with tools to support onboarding and document handling.
Time tracking and leave management: Lets teams easily log hours, manage time-off requests, and configure approval flows based on custom policies.
Performance tracking tools: Offers simple yet effective tools to run performance reviews, gather feedback, and align team goals.

Pros:

Simple, clean interface: Designed for ease of use, making it ideal for lean HR teams or businesses without dedicated HR specialists.
Budget-friendly option: Priced with small and mid-sized businesses in mind, especially those with under 150 employees.

Cons:

Basic automation tools: Limited workflow options can make it harder to streamline more complex HR processes.
Feature limitations: Does not include advanced modules like learning management, workforce planning, or built-in compliance monitoring.

Great for small teams: Ideal for businesses with under 150 employees that need simple, reliable tools to manage core HR tasks without overwhelming features.

Fits early-growth companies: A solid pick for startups looking for an affordable, easy-to-implement system during their initial scaling phase.

6. UKG Pro

UKG Pro, previously known as UltiPro, is a cloud-based human capital management platform designed to support mid-sized and large businesses. It provides a comprehensive suite of tools to handle workforce management across various HR functions.

Key features of UKG Pro include:

Payroll and employee administration: Robust capabilities for managing payroll, maintaining employee records, and ensuring regulatory compliance.
Time and attendance tracking: Efficiently monitors work schedules, processes time-off requests, and tracks attendance.
Talent acquisition and development: Equipped with modules for hiring, onboarding, and managing employee performance.

Advantages:

Built for growth: Tailored to handle the HR demands of medium to large organizations with evolving workforce needs.
Strong global support: Provides extensive features for managing international teams, including multiple languages and currencies.

Drawbacks:

Lengthy deployment: Implementation and customization can require considerable time and resources.
Premium pricing: Generally positioned at a higher price point, making it less accessible for smaller companies.

Explore some common scenarios where UKG excels:

Organizations seeking all-in-one HR management: UKG Pro is ideal for companies that require a full spectrum of tools—from payroll to compliance and talent development—to manage complex HR needs.

Enterprises with international teams: Designed to support global operations, UKG Pro accommodates multiple languages and currencies, making it a strong fit for businesses spanning different countries.

7. ADP

ADP is a widely recognized provider of HR and payroll solutions catering to organizations ranging from small startups to multinational corporations. Its comprehensive platform streamlines workforce management with a strong emphasis on accuracy and compliance.

Key features offered by ADP include:

Payroll and tax automation: Simplifies payroll processing while ensuring adherence to federal, state, and local tax regulations.
Human resources management: Provides tools for managing employee benefits, maintaining personnel records, and monitoring compliance.
Time and attendance monitoring: Efficiently handles scheduling, tracks attendance, and processes time-off requests.

Advantages:

Flexible for any size: ADP’s solutions accommodate companies ranging from fledgling startups to expansive multinational firms.
Dependable payroll processing: Known for delivering accurate payroll services with built-in compliance safeguards.

Challenges:

Customer support concerns: Some users report that account managers are stretched thin, which can affect the responsiveness and quality of support.
Reporting limitations: Advanced reporting options like pivot tables and detailed drilldowns aren’t readily accessible, often requiring help from ADP’s professional services.

Typical scenarios where ADP excels:

Organizations with complex payroll requirements: Ideal for businesses managing payroll across multiple jurisdictions with varying tax and regulatory demands.
Companies needing comprehensive HR capabilities: Provides a robust suite of payroll, benefits, and time tracking tools suited for businesses wanting integrated HR management.

8. Paylocity

Paylocity is a popular human capital management platform that combines payroll, HR, and employee engagement features into a single, cohesive system. It’s designed to support organizations looking for both compliance and a connected workforce.
Key features of Paylocity include:
Flexible payroll processing: Offers customizable payroll options tailored for industries with strict regulatory requirements.
Integrated time and attendance: Seamlessly tracks employee hours and syncs data directly with payroll.
Employee engagement tools: Includes built-in collaboration features to improve communication and foster a more connected workplace.

Strengths:

Cost-effective solution: Priced competitively, making it accessible for small to mid-sized organizations.
Customizable payroll features: Designed to meet the specific compliance needs of various industries with tailored payroll options.

Drawbacks:

Manual processes remain: Some functions, like training notifications and labor policy management, still require hands-on effort.
Limited third-party integrations: Fewer connections to popular business tools such as Office 365 and Zoom compared to other platforms.

Businesses facing intricate payroll challenges: Paylocity’s adaptable payroll system is well-suited for organizations that operate in highly regulated industries needing customized compliance solutions.

Organizations focused on team connectivity: With its built-in collaboration features, Paylocity supports companies looking to boost employee interaction and simplify internal communication.

9. Remote

Remote specializes in Employer of Record (EOR) services, helping companies hire, pay, and manage employees worldwide while ensuring full compliance with local regulations. Their platform simplifies the complexities of global workforce management.

Key offerings from Remote include:

Employer of Record services: Handles onboarding, payroll, taxes, and legal compliance for employees across various countries, relieving businesses from local regulatory burdens.
International payroll management: Delivers accurate, timely payments to remote teams while adhering to local tax and labor laws.
Automated compliance alerts: Keeps HR teams informed with real-time updates on legal changes and offers tailored guidance for employee-related compliance issues.

Advantages:

Global hiring made easy: Takes the complexity out of managing payroll, benefits, and legal compliance for employees in multiple countries.
Compliance automation: Streamlines regulatory adherence with built-in alerts and mandatory training enrollments to reduce administrative burden.

Challenges:

Support response times: Some customers experience delays in resolving payroll or tax-related inquiries, with turnaround times occasionally extending to several weeks.
Limited time tracking features: The platform’s tools for tracking hours and managing hourly pay are reported by some users to be somewhat restrictive.

Typical scenarios where Remote excels:

Companies expanding internationally: Ideal for businesses aiming to onboard and manage global talent without the need to establish local subsidiaries.
Distributed, remote-first teams: Well-suited for organizations that operate with a fully remote workforce and require a reliable Employer of Record solution to maintain compliance.

Key Features to Look for in Workday Alternatives

When choosing time off management software, focusing on the right capabilities ensures your business can efficiently handle employee leave and scale operations seamlessly. Below are some essential features that alternatives to Workday’s time off tools should offer:

Unified Leave and Workforce Management
An effective time off platform should integrate leave tracking with core HR functions, enabling streamlined processes from leave requests to payroll adjustments. Having everything on one platform eliminates manual handoffs and reduces errors.
For example, when an employee submits a vacation request, the system should automatically notify managers, update calendars, and adjust leave balances without manual intervention.

Scalable Global Leave and Payroll Compliance
For companies with international teams or those expanding globally, it’s critical to have a system that supports leave policies across different countries while complying with local regulations. A scalable solution ensures accurate accruals, regional holidays, and legal compliance without juggling multiple tools.
This means HR teams can onboard and manage employees worldwide using one centralized platform.

Customizable Workflows and Automation
Flexible workflows allow automation of routine leave-related tasks like approvals, notifications, and balance updates. For instance, a leave request could automatically be routed to the correct approver, update the team calendar, and sync with payroll systems seamlessly.
Automation reduces administrative overhead and frees HR to focus on strategic priorities.

Intuitive Interface and Mobile Access
An easy-to-use platform encourages employee adoption, cutting down training time. Mobile access is crucial, letting employees request time off, check balances, and clock in/out directly from their smartphones. Managers can approve requests and monitor attendance on the go, boosting responsiveness and productivity.

Advanced Reporting and Analytics
Insightful analytics provide visibility into leave trends, absenteeism rates, and overall workforce availability. These reports help HR identify patterns and make informed decisions to optimize staffing and maintain productivity.
For example, reporting could highlight departments with frequent unplanned absences, prompting proactive solutions.

Seamless Integration with Business Systems
Your leave management software should connect effortlessly with payroll, accounting, project management, and communication tools. This integration prevents duplicate data entry and errors, streamlining workflows.
For example, syncing leave data automatically with payroll ensures accurate paycheck calculations without manual adjustments.

Time Off Manager 365: The Best Overall Alternative to Workday for Leave Management

Time Off Manager 365 shines as the leading alternative to Workday’s time off module by offering a focused, easy-to-use platform dedicated to leave management without the complexity of broader HCM suites. Unlike fragmented solutions, it provides a unified system that simplifies leave tracking and compliance, empowering HR teams and employees alike.

Time Off Manager 365 excels in managing employee absences with automation, clarity, and compliance at its core. Key features include:

Custom Leave Policies: Configure accruals, carryovers, and region-specific holidays tailored to your company’s unique rules, ensuring compliance and fairness.

Automated Approval Workflows: Set multi-level approvals so leave requests are automatically routed to the right managers, reducing delays and confusion.

Self-Service Employee Portal: Employees can request time off, view leave balances, and check team calendars anytime from desktop or mobile.

Real-Time Compliance Alerts: Stay informed about changing leave regulations and compliance requirements with built-in notifications and guidance.

Comprehensive Reporting: Generate detailed leave usage reports, track absentee trends, and gain insights to help plan workforce availability effectively.

Integration Ready: Seamlessly connects with payroll, HRIS, and calendar tools to ensure smooth data flow and accurate leave records.

Time Off Manager 365 combines powerful functionality with an intuitive design that minimizes administrative workload while maximizing transparency and control. Its employee-focused interface empowers your workforce with easy access to their leave data, while HR can automate processes and focus on strategic goals.

With scalable architecture, mobile accessibility, and robust compliance support, Time Off Manager 365 saves time, reduces complexity, and ensures your entire leave management process runs smoothly making it the ideal solution for businesses looking to replace or complement Workday’s time off features.

Conclusion

Selecting the right alternative to Workday HCM depends on your business goals—whether it’s streamlining HR processes, simplifying payroll, or improving employee leave tracking. While many platforms offer broad time off capabilities, few provide the clarity and precision needed for time off management.

If your top priority is to manage leave policies, approvals, and compliance with ease, Time Off Manager 365 is the clear winner. It’s purpose-built for efficient leave tracking, with automated workflows, real-time compliance alerts, and self-service tools that empower both HR teams and employees.

Time Off Manager 365 doesn’t just simplify leave—it transforms how your organization handles time off across departments, locations, and employee types. For businesses seeking a smart, focused, and scalable leave management solution, it stands out as the best Workday alternative in its category.

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Frequently Asked Questions

What is an HCM alternative?

An HCM (Human Capital Management) alternative refers to software solutions that provide similar HR, payroll, and talent management functions as platforms like Workday, but with different pricing, features, or focus areas—such as leave management, compliance, or automation.

Why would a business switch from Workday HCM to an alternative?

Companies often look for alternatives due to high costs, complexity, or a need for more specialized features. Smaller businesses may prefer simpler, more affordable tools, while others seek better user experience or support.

Which HCM alternative is best for leave and absence tracking?

Time Off Manager 365 is the top choice for leave and absence management. It offers intuitive leave policies, approval workflows, compliance features, and real-time visibility into PTO usage—making it ideal for HR teams that need a dedicated time-off system.

Are HCM alternatives suitable for small businesses?

Yes. Many HCM alternatives are designed for small to mid-sized businesses that don’t require all-in-one enterprise-level features. Tools like Time Off Manager 365 or Paylocity offer modular features that are cost-effective and easy to scale.

Can HCM alternatives integrate with payroll or ERP systems?

Most modern HCM alternatives support integrations with popular payroll, ERP, and accounting platforms. However, the availability and quality of integrations vary, so it’s important to choose one that fits well with your existing systems.

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