Last updated on August 12, 2025
An online leave management system (LMS) is a software solution that automates the entire process of requesting, approving, and tracking employee time off. By replacing manual spreadsheets, email chains, and paper forms, it saves time, reduces costly errors, and can even boost employee satisfaction.
In this guide, we’ll explain:
- What a leave management system is
- The benefits for HR and employees
- The must-have features
- A step-by-step selection process
- A comparison of the top five tools
What Is a Leave Management System?
A leave management system (LMS) is a centralized, cloud-based tool that allows organizations to handle all aspects of employee time off, from simple sick days to complex parental leave, and even niche types like “pawternity” leave.
With an LMS, HR can:
- Process leave requests and approvals instantly
- Automate accrual calculations
- Ensure compliance with labor laws
- Generate reports for payroll and planning
Employees, in turn, get transparency, convenience, and control over their own leave data.
Skip to our review of the top 5 leave management systems:
Benefits of a Leave Management System
For HR & Employers
- Error Reduction — Manual PTO tracking leads to miscalculations, forgotten requests, and scheduling conflicts. According to EY (2023), payroll errors can cost large organizations over $200,000 per year. An LMS provides real-time updates, automatic calculations, and built-in logs for accuracy.
- Time Savings & Efficiency — Automating leave requests and approvals frees HR teams from repetitive admin tasks, allowing focus on strategic initiatives.
- Compliance — Built-in policy enforcement and accurate record-keeping reduce the risk of non-compliance with labor laws (U.S. Department of Labor, 2024).
- Visibility & Reporting — Managers gain insights into leave trends, helping forecast staffing needs and identify potential issues early.
For Employees
- Self-Service Access — Employees can request time off, check balances, and track approvals without going through HR.
- Transparency & Fairness — Shared calendars, detailed logs, and automated notifications ensure policies are applied consistently. A Slack Workforce Survey (2023) found over 80% of employees want more transparency from their employer.
Must-Have Features in a Leave Management System
- Customization — Adapt leave types, policies, quotas, departments, and locations.
- Simple Workflow — A straightforward request-and-approval process that doesn’t add complexity.
- Automated Accruals — Support for daily, weekly, bi-weekly, or monthly calculations.
- Integration — Sync with tools like Slack, Microsoft Teams, Outlook, and Google Calendar.
- Shared Leave Calendar — Give visibility into who’s off and when.
- Personal Profiles — Employees can track their leave history and balances.
- Cloud-Based Access — Manage leave from anywhere.
- Automated Reporting — Generate and send reports with one click.
- User-Friendly Interface — Easy for even non-tech-savvy staff to adopt.
How to Choose the Best Leave Management System
1. Assess Your Needs
- Identify current process pain points
- Consider company size and projected growth
- Review policy complexity
- Define integration and accessibility requirements
2. Compare Your Options
- Research reputable vendors and read third-party reviews
- Shortlist tools that fit your needs
- Compare features, pricing, integrations, and ease of use
- Request demos and trials
3. Plan for Growth
- Ensure scalability for future headcount
- Look for modular features you can add later
- Confirm integration potential with future systems
Top 5 Leave Management Tools in 2025
| Tool | Best For | Key Strengths | Limitations | Starting Price |
| Vacation Tracker | Companies of all sizes looking for a customizable, user-friendly PTO solution | Built specifically for leave management, robust customization by location/seniority, clear visibility for teams, integrates with Slack and Teams | Focuses only on leave management (not a full HR suite) | $1 per user/month |
| Gusto | Businesses that want an all-in-one HR and payroll platform | Strong integration between payroll, onboarding, and HR, smooth transition through employee lifecycle | Limited calendar views, international leave management must be handled via another platform (Remote) | $40/month + $6/user |
| Buddy Punch | Teams that need advanced time tracking with basic leave features | Useful for hourly or mobile workforces, includes geolocation, punch-in features, and time-tracking integrations | Leave policies lack flexibility, no shared calendar or visibility for team PTO | $25/month for up to 4 users |
| Replicon | Large global enterprises with complex compliance needs | Good for multinational orgs, detailed analytics and customization, great for compliance | High cost, long setup and onboarding process, overkill for smaller teams | $6 per user/month (basic) |
| Zoho People | Small businesses already using Zoho’s ecosystem | Solid leave tracking and approval tools, integrates well with other Zoho apps | Steeper learning curve, limited third-party integrations, setup takes time | $1.25 per employee/month |
1. Vacation Tracker
Why I like it
Vacation Tracker is purpose-built for one thing, managing leave, and it does it exceptionally well. Unlike all-in-one HR suites where time-off tracking is buried as a secondary feature, Vacation Tracker focuses entirely on simplifying and automating the leave process.
The platform’s flexibility is one of its biggest strengths. You can customize leave policies by location, seniority, role, or department. Set multiple approvers or enable automated approvals. Sync leave data in real-time with Slack and Microsoft Teams so your team always knows who’s out. No more digging through emails or separate calendars.
Balances are displayed clearly in employee profiles, and the shared company calendar ensures everyone has visibility into upcoming absences. The result? A culture of transparency, fewer scheduling surprises, and more confident planning.
Easy to set up, integrated with Google Calendar, and cost effective. Our staff can now see their PTO balance by logging in vs. requesting a balance from management. - Capterra Review, 2025
Vacation Tracker isn’t just a tool for HR. It improves the experience for the entire team. Employees can request time off without leaving Slack or Teams, and managers can approve in seconds. The system feels like a natural extension of your workflow rather than another app you have to log into.
And because the team behind Vacation Tracker actively listens to customer feedback, new features and refinements are released regularly. It’s scalable, affordable, and designed to grow with your business.
“Vacation Tracker delivers everything you need in a leave-management tool: a clean, intuitive interface, seamless integrations with our tech stack, and all the reporting features you’d expect.” - G2 Review, 2025
What I Found Limiting
Vacation Tracker focuses exclusively on leave management, which may not appeal to companies seeking an all-in-one HR solution.
Best For
Companies of all sizes looking for a comprehensive yet user-friendly leave management solution.
Pricing
Starting at $1 per user per month.
out of time off
tracking.Know exactly who's off and when—no spreadsheets, no surprises.
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No credit card required.
2. Gusto
Why I Like It
Gusto is an all-in-one HR platform covering payroll, benefits, onboarding, and leave management. Its smooth integration across the employee lifecycle, from hiring to scheduling, makes it appealing for centralized HR operations. The platform is generally easy to use, though the wide range of features means there’s a learning curve.
What I Found Limiting: Leave management is not Gusto’s main focus. It offers limited calendar views and integrations, and its US-centric design means admins can’t manage time off policies for international employees without using Remote, an acquired platform.
Best For
Businesses needing an all-in-one HR and payroll solution.
Pricing
Starts at $40 per month, plus $6 per employee.
Curious about how much manual PTO tracking is really costing you? Check out our in-depth breakdown of leave management software ROI to see how switching to automated tools can pay off.
3. Buddy Punch
Why I Like It
Buddy Punch is ideal for teams with complex time-tracking needs, particularly in retail, construction, or other mobile/shift-based industries. It offers geolocation, photo clock-ins, punch-in reminders, late alerts, and detailed payroll reports, making it a strong time-tracking solution.
What I Found Limiting
Leave management feels secondary here. Policies can’t be customized by location, and there’s no real-time shared calendar or automated notifications for team visibility.
Best For
Businesses needing a time-tracking tool with integrated leave management.
Pricing
Starts at $25 per month for up to 4 users.
4. Replicon
Why I Like It
Replicon is designed for large multinational organizations. It offers advanced customization, global compliance tools, and powerful analytics for managing leave across multiple countries.
What I Found Limiting
The high price tag — $6/user/month for basic time-off tracking, or $19/user/month for the full suite, makes it impractical for smaller businesses. The setup process is also lengthy and requires substantial training.
Best For
Large enterprises requiring advanced customization and global compliance.
Pricing
Starts at $6 per month per user.
5. Zoho People
Why I Like It
Zoho People is part of the larger Zoho suite, making it a good fit for companies already in that ecosystem. It offers straightforward leave tracking, approval workflows, and self-service for employees, plus native integration with other Zoho apps.
What I Found Limiting
Customization is limited, integrations outside Zoho are scarce, and the setup process can be slow. The learning curve can also be steep for first-time users.
Best For
Businesses already in the Zoho eco-system that need basic HR and leave management.
Pricing
Starts at $1.25 per employee per month.
Next Steps for Choosing the Right Leave Management System
Switching from manual PTO tracking to a dedicated leave management system is one of the fastest ways to reduce errors, save time, and improve transparency across your organization. Manual spreadsheets, email chains, and disconnected calendars can’t keep pace with today’s dynamic workplaces — and they leave too much room for costly mistakes (EY, 2023).
The right leave management system will:
- Automate requests, approvals, and accruals to save hours each week
- Ensure compliance with labor laws and internal policies
- Provide visibility so managers and teams always know who’s available
- Scale with your business as your workforce grows or policies evolve
Why Vacation Tracker Is a Strong Choice
Vacation Tracker is built specifically for managing leave, not buried as an afterthought in a larger HR suite. Starting at just $1 per user per month, it offers:
- Customizable policies by location, role, and seniority
- Seamless integrations with Slack and Microsoft Teams
- Real-time shared calendars for complete leave visibility
- Automated accruals, reporting, and notifications
- An interface designed for both HR and employees to use with ease
With Vacation Tracker, HR teams reclaim valuable time, employees get a transparent and hassle-free leave process, and managers can plan with confidence.
Start Your Free Trial Today
Don’t wait to modernize your PTO tracking. Try Vacation Tracker for free, no credit card required, and see how simple, accurate, and transparent leave management can be.
out of time off
tracking.Know exactly who's off and when—no spreadsheets, no surprises.
Sign up for freeNo credit card required.
Claudia
Claudia is an experienced marketer with a passion for writing and creating engaging content that connects with readers.
