Vacation Tracker's Audit Trail Feature: Complete Visibility Into Every PTO Change

If you manage a team, you know that tracking who changed what (and when) can save you from serious headaches down the line. One missing detail during an audit can spiral into compliance issues faster than you'd like.

That's the reality we built Vacation Tracker's Audit Trail feature to address. It gives you complete transparency into every single change happening inside your account—no guesswork, no missing pieces.

Company Audit Logs Track Organization-Wide Changes

Company logs capture every policy-level modification that affects your entire organization. We're talking leave policy changes, holiday calendar updates, department-level adjustments—anything that impacts more than one person.

Here's how to find them:

1. Log into your Vacation Tracker account
2. Click Reports in the bottom left corner
3. Select Company Audit Logs

Each entry shows you four critical pieces of information:

• Timestamp - exactly when the change occurred
• Who - which admin made the modification
• Location - where the change was applied
• What - the specific details of what changed

No more wondering if someone updated the default leave policy last quarter. It's all there, timestamped and attributed.

User Pages Show Individual Employee Modifications

Individual employees often need custom setups. Maybe someone works Tuesday through Saturday instead of the standard Monday-Friday. Or they have a different leave quota based on tenure.

To access individual user logs:

1. Click Users
2. Select the specific employee
3. Review their activity log

You can track changes to:

• Start dates
• Locations
• Roles
• Employee IDs
• Working days and schedules
• Length of workday (hours)
• Leave quotas

Here's a practical example: Let's say you need to change an employee's work week from Tuesday-Saturday to Monday-Friday. Click Edit next to their work schedule, adjust the days, and save. That change immediately appears in their individual log with full attribution.

The same goes for leave quota adjustments. If you need to bump someone from 120 hours to 140 hours annually, you can make that change and choose whether it applies to future years. The log captures everything.

Leave Request Reports Provide Historical PTO Data

Need to see all scheduled time off for a specific period? The Leave Request Report has you covered.

Access it through Reports in the bottom left corner, then select Leave Request Report.

You can filter by:

• Date range (e.g., January 1 - December 31)
• Specific employees or all staff
• Department or location
• Leave type

The top bar displays multiple data columns, but you don't have to use all of them. Click Edit Columns in the top right to customize what you see. Only need employee names and dates? Hide everything else.

When you're done, download the report as either an Excel or CSV file.

Leave Balance Reports Show Current PTO Balances

Sometimes you just need a snapshot of where everyone stands right now. The Leave Balance Report gives you exactly that.

To generate one:

1. Click Reports
2. Select Leave Balance Report
3. Choose your year (current year, last month, etc.)
4. Filter by location, department, or view company-wide
5. Click Apply

You'll get a complete list showing each employee's remaining balance across all leave types. Again, you can customize columns to show only what matters to you.

Scheduled Reports Automate Monthly Data Delivery

Manually pulling reports every month gets old fast. Scheduled Reports solve this by automatically sending you the data you need on a recurring basis.

Here's the setup:

1. Click Scheduled Reports
2. Select New Report in the top left
3. Name your report
4. Choose report type (Leave Request or Leave Balance)
5. Set your filters (optional)
6. Select time zone
7. Pick delivery date and time
8. Add recipients
9. Click Schedule Report

That's it. You'll receive that report every month without lifting a finger.

GDPR and SOC 2 Compliance Through Secure Logging

One of the biggest reasons we built such detailed audit trails is compliance. Vacation Tracker meets both GDPR and SOC 2 requirements by maintaining secure, timestamped records of every single change.

During audits or security assessments, you have everything you need already documented. No scrambling to reconstruct what happened six months ago.

If you need our SOC 2 report:

1. Go to vacationtracker.io
2. Scroll to the bottom
3. Click Security
4. Fill out the request form
5. Submit

We'll get it to you promptly.

Why Complete Visibility Matters

Small mistakes compound. An unauthorized leave policy change might not seem like a big deal until it affects payroll for 50 people. A forgotten quota adjustment can lead to scheduling conflicts that cascade across departments.

The Audit Trail feature eliminates those blind spots. You always know who did what, when they did it, and what the before-and-after looked like.

That's not just convenient—it's essential for running a compliant, accountable organization.

Ready to see it in action? 

Take the guesswork
out of time off tracking.

Know exactly who's off and when—no spreadsheets, no surprises.

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Aleksandra Cvetkovic

Aleksandra has been with the team since day one, bringing her passion for all things marketing.