SOURCE:    Vacation Tracker
TITLE:     Best PTO Tracking Software Employees Actually Use | Book a Demo
URL:       https://vacationtracker.io/get/best-pto-tracker-demo/
LANG:      en
PUBLISHED: 2026-11-12
UPDATED:   2026-11-13
SUMMARY:   PTO tracking software your team actually uses: requests in Slack, Teams or Google Workspace, balances that keep themselves. Book a 30-minute demo.
Best PTO Tracking Software Employees Actually Use | Book a Demo

The best PTO tracking software is the one employees actually use.

Your team requests PTO in Slack, Teams or Google Workspace. Balances, approvals and the team calendar take care of themselves.

Book a demo or start a free trial
  • 30 minutes on Zoom
  • Your own PTO policies
  • SOC 2 Type II

200,000+ people track PTO with us.

From an admin side, not much to do after setup. The user can basically help themselves.
Rameez I. IT Ops Manager
I can get insightful dashboards to our executive teams quickly.
Amanda N. HR Admin, VIVE Church
Vacation Tracker helps us efficiently manage employee time-off requests.
Joel F. Project Manager, SPICE Technology
Extremely customizable, and allowed us set up our bespoke PTO policies easily.
Cat M. Senior VP of Ops, Resnicow
It really simplifies the tracking process. It's intuitive and easy to use.
Sanford C. Director of Operations
Previously, we were just using a manual system to track vacation hours.
Beth B. Event Manager, McFarlane

How it works, start to finish.

The same four steps whether you're twelve people or twelve hundred.

Request leaveEmily Parker
Leave typePTO
DatesAug 17 to 21
5 days · 6 left after Send request
SlackTeamsGoogleWebiOSAndroid
New request for Leo
Emily ParkerPTO · Product · New York
DatesMon Aug 17 to Fri Aug 21
Balance11 days · 6 left after
TeamNo one else is off
DenyApprove
Emily ParkerPTO balance · New York
116days left
Yearly allowance15 days
Carried over2 days
Used this year11 days
Updated when Leo approved
Next weekAug 17 to 21
MonTueWedThuFri EmilyPTO Olivia AshleyPTO Sam Nadia Leo
Everyone else is available

You're probably wondering a few things.

The short version, for anyone comparing PTO trackers.

Ryan MitchellLast PTO 123 days ago
Drained
Energy
Suggested breakFri Oct 30 to Sun Nov 13 days off · 1 PTO day
Best option
01

What about people who never book PTO?

Team Energy shows who hasn't had a break in months, and suggests days off that use the least PTO.

Can I take Friday off?
Done. Your PTO for Fri Aug 14 is with Leo for approval.
Approved by Leo
02

Will my team actually bother using it?

Requests happen inside Slack, Teams or Google Workspace, so asking for a day off takes one message.

PTO balancesWed Aug 12
NameYearCarryUsedLeft
Emily152116
Sam150411
Nadia10358
Updated when leave is approved
03

Are the numbers accurate and up to date?

Balances update the moment leave is approved, with accruals and carryover already applied. Every row adds up.

New YorkLos AngelesToronto
New York PTO policy15 days
AccrualsCarryoverSeniorityBlackout periodsNotice periodHourly leaveTOILMax people away
04

Can it handle our specific PTO policies?

Each location gets its own rules, from accruals and carryover to blackout periods and seniority.

No demo required to see the price.

PTO tracking software pricing, minus the sales call. Pick the plan that fits and pay per user. No setup fee, no contract. Go yearly to save a little or stay monthly, and you only ever pay for the people you add.

Core
$2per user / month
25 seats minimum

Ideal for growing teams who want more control and visibility over PTO and leave.

Book a demo
Plan includes
  • 3 locations · 10 departments
  • Unlimited leave policies and holidays
  • Leave balance and leave request reports
  • Leave request notice period automation
  • ADP, Zapier, OpenAPI and MCP integrations
  • Email and chat support
CompletePopular
$4per user / month
25 seats minimum

Everything you need to fully automate, customize and scale PTO tracking.

Book a demo
Everything in Core, plus
  • Unlimited locations and departments
  • All 7 automations
  • Advanced leave policies: accruals, hourly tracking, TOIL
  • Multi-level and substitute approvals
  • Scheduled leave reports
  • Shared calendars
  • Priority support

Rather try it first? Start a free trial. 14 days, no credit card.

Switching is on us.

Whatever plan you pick, your questions go to our support team by chat or email. No AI agent sits in between.

  • Kat
  • Aleksandar
  • Astride
  • Marko
Our team helps you with:
  • Importing your balances and history
  • Setting up locations, policies and approvers
  • Training your admins and approvers
  • Compliance questions

What happens during your demo

Thirty minutes on Zoom, built around how your company runs leave today.

New YorkLos AngelesTorontoPTO policySick leaveHolidaysCarryoverSlackGoogle
01

Tell us about your team.

Your locations, leave policies, holidays and the tools you use today.

Who's out next week?
Three people:EmilyPTO · Aug 17 to 21OliviaRemote · Aug 18AshleyPTO · Aug 20 to 21
02

See it running in Slack, Teams or Google Workspace.

Requests, approvals, the dashboard and Vee, our AI assistant, on a setup like yours.

Your setup planReady
Import balances and historyConfigure your locationsInvite your team
03

Know you found the right tool.

You leave with a setup and migration plan and answers for everyone who has a say. We do the heavy lifting from there.

Daniela
Daniela
Carmen
Carmen
Your demo hosts

You'll talk to Daniela or Carmen.

Bring your questions about setup, migration and security.

Book a demo

Skip the research. Let your AI check if we're a fit.

Paste this into ChatGPT, Claude or any AI assistant. It reads our docs, pricing, security and reviews, and tells you if we're right for your team.

2Copy it into your AI· Generic prompt 
I'm evaluating Vacation Tracker (vacationtracker.io) for leave management. Act as my independent advisor.

First, ask me these in one message and wait for my answers:
1. How many employees, and in which countries, states or provinces?
2. Do you use Microsoft Teams, Slack, Google Workspace or email?
3. How do you track leave today?
4. Must-haves (e.g. location-specific policies, accruals, carryover, hourly leave, TOIL, multi-level approvals, blackout periods, a limit on how many people are off at once, notice periods, leave duration limits, probation periods, seniority entitlements, entitlements by role, reports, compliance)?

Then check my answers against:
- Pricing (monthly USD, plan limits): https://vacationtracker.io/pricing/
- Buyer's guide: https://vacationtracker.io/buyers-guide/
- Integrations: https://vacationtracker.io/integrations/
- Security: https://vacationtracker.io/security/
- AI assistant: https://vacationtracker.io/platform/vee-ai/
- Customer stories: https://vacationtracker.io/case-studies/
- Anything else: https://vacationtracker.io/llms.txt
- Reviews: https://www.g2.com/products/vacation-tracker/reviews and https://www.capterra.com/p/189276/Vacation-Tracker/reviews/

Reply in under 250 words:
- Verdict: strong fit / partial fit / not a fit
- Each must-have: yes / partly / no, with the page that shows it
- Gaps or risks, stated plainly
- The plan I'd need and its monthly cost for our headcount
- Next step: free trial (https://app.vacationtracker.io/signup) or a demo (https://vacationtracker.io/book-a-demo/)
If a page doesn't confirm something, write "not confirmed, ask in the demo". Don't guess.
Open in ChatGPT Open in Claude Open in Perplexity

Still wondering about our employee PTO tracker?

The questions we get asked most, answered straight.

Plans

How much does Vacation Tracker cost, and what's the difference between Core and Complete?

Core is $2 per user per month and Complete is $4, each with a 25-user minimum. Core covers up to 3 locations and 10 departments, with custom leave types, public holidays, approvals and every integration. Complete adds unlimited locations, accruals, TOIL, hourly leave, multi-level and substitute approvals, blackout periods and limits on how many people are away at once. Both start with a 14-day free trial, no credit card.

Setup

How long does setup take, and who has to do it?

Most teams are up and running in under a day, often in under 30 minutes. One admin connects Microsoft Teams, Slack or Google Workspace, and your people are imported from the directory automatically. Then you add locations, holidays and leave policies, and employees start requesting leave where they already work. Live chat, email and personalized onboarding calls with our customer support team are there if you get stuck.

We track leave in spreadsheets today. Can we bring our balances and history over?

Yes. Import users, past leave records, opening balances, carryover and TOIL balances from our template or your own file. Employment start dates come in too, so allowances are right from day one. Our team can also help with data migration.

Leave

We have offices in different states and countries. Can each one have its own holidays and leave rules?

Yes. Each location, and each sub-location such as a US state or Canadian province, gets its own public holidays, leave policies, workweek and time zone. Import holidays for 150+ countries and their regions in one click, add company days off, and give each office its own Location Admin. Approvals follow your departments and sub-departments.

Can we track sick days, remote work and other leave types, not just vacation?

Yes. Create any leave type you need, such as PTO, sick leave, remote work, parental leave or birthdays, each with its own allowance and rules. Make sensitive types private, so colleagues only see that someone is away, not why. See who's away on the Wallchart and in the daily or weekly who's-out update.

Integrations

Does it connect to our HR and payroll systems?

Yes. Vacation Tracker connects to ADP Workforce Now, BambooHR, HiBob, Remote and Deputy, so employee records and approved leave stay in sync. You can also export leave balances and history to Excel or CSV for payroll, build your own workflows with Zapier, the Open API and webhooks, or connect ChatGPT, Claude, Copilot or Gemini through our MCP server.

Security

Is our employee data secure, and where is it stored?

Vacation Tracker is SOC 2 Type II certified and GDPR compliant. Data is encrypted in transit and at rest, access is role-based, and people can sign in with Microsoft, Google or Slack single sign-on. The platform is hosted on AWS in North America and Europe and goes through annual penetration tests.