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EMPLOYEE PTO TRACKER

Simple Time Off Management Software for Small Business

Track PTO balances, requests, and approvals in real times. OnTheClock is a mobile employee time clock built for small businesses, with PTO tracking built right in. 


No credit card needed. Setup takes five minutes or less!
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Trusted By 18,000 Companies and 150,000 Employees

Instantly View and Track PTO Balances on Any Device

Vacation, sick time, holidays, and any custom time off category live in the same place as the hours your team clocks, so nothing gets tracked twice or falls out of sync. No more paper forms, spreadsheets, or juggling a separate calendar app like Google Calendar or Outlook just to know who's off this week.

Employees check balances and request time off from their phones. Managers approve requests in seconds and see who's out and when, all from the same dashboard they already use to run time and attendance.

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Your Entire Team's PTO Calendar in One Place

OnTheClock is an easy to use vacation tracker built into the time clock your team already uses, giving managers and employees real-time visibility into upcoming time off, PTO balances, and accruals from any device, whether your team clocks in from a desk or a job site.

  • Employees can request time off from their phones in just a few taps.
  • View your team's PTO calendar by week or month to quickly identify upcoming time off.
  • Filter schedules by employee, team, or your entire organization to avoid overlapping PTO requests.
  • Balances, accruals, and usage update instantly, so nobody is working from stale numbers.

Accurate PTO Balances, Every Time

PTO balances shouldn't live in spreadsheets or require someone to manually calculate accruals every pay period. OnTheClock's PTO tracking software keeps balances, accruals, and reports accurate and up to date automatically.

  • Generate real-time reports on PTO usage, accruals, and balances — no outdated spreadsheets are required.
  • Forecast staffing needs before a holiday or busy season hits, instead of discovering half the team is off the same week.
  • Balances update the moment a request is approved — no end-of-month reconciliation to catch what slipped through.
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Built Around Your Actual Policy, Not a Generic One

Every company's PTO policy is a little different, so OnTheClock works as a time off tracker that bends to your guidelines instead of forcing you into someone else's.

  • Set up multiple PTO categories, including vacation, sick time, holidays, personal days, bereavement, jury duty, or anything else specific to your business.
  • Set custom accrual rates by tenure, role, or department, and carryover rules that match your actual policy.
  • Track multiple PTO policies across employees, departments, and locations from one dashboard.

One-Click PTO Approvals and Payroll Integration

Approving time off shouldn't be its own project. OnTheClock is a leave tracker built for speed on both sides — the employee requesting time off, and the manager approving it.

  • One-click approvals — review a request and approve or deny it without leaving the dashboard.
  • Assign PTO in bulk for company-wide holidays or closures instead of approving the same day off one employee at a time.
  • Approved PTO automatically attaches to employee time sheets, so hours flow directly into payroll without manual data entry.
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How to Manage Employee PTO in OnTheClock

Sign up to get started
Establish your PTO policy
Receive and review PTO request
Approve or deny the requests

Take Control of Your Team’s PTO with Real-Time Tracking

Start Tracking Today

What Our Customers Are Saying

5-stars

“OnTheClock is easy for my staff to use and simple for me to maintain employees’ time and PTO. The company’s customer service is great, too! I would definitely recommend this to any small business.”

OnTheClock Customer

Everything You Need in One Place

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FAQ

What is paid time off (PTO)?

PTO is employer-provided leave that employees can use for vacation, illness, personal time, or other approved absences while continuing to receive their regular pay. Many businesses combine vacation and sick time into a single PTO policy to simplify time off management.

What is a PTO tracker?

A PTO tracker helps businesses manage employees' paid time off. OnTheClock's paid time off tracker tracks accruals, balances, requests, and usage in real time for both employees and administrators.

Can employees request PTO from their phones?

Yes. Employees can request time off, view PTO balances, and track accruals directly from the OnTheClock mobile app. Managers are automatically notified when requests are submitted and can approve or deny them in just a few clicks.

How does OnTheClock calculate PTO accruals?

 OnTheClock can be customized to calculate PTO accruals based on your company's unique policies — by hours worked, pay periods, or a fixed annual amount. 

Can I set different PTO policies for different employees or departments?

Yes. Different accrual rates, carryover limits, and holiday schedules can be set for different employees, teams, or departments.

Can PTO be assigned in bulk?

Yes. Administrators can assign days off in bulk to multiple employees at once, which is useful for company-wide holidays or closures.

Can I generate PTO usage and balance reports?

  Yes. Reports on usage, accruals, and balances can be generated for planning, budgeting, and compliance. 

What is time off management software, and how is it different from a spreadsheet?

  A time off tracker automates what a spreadsheet leaves manual — accrual math, balance updates, and approval routing. Instead of someone manually updating a shared file every time a request comes in, OnTheClock updates balances instantly and keeps everyone looking at the same real-time numbers. 

Does OnTheClock's PTO tracker prevent double-booked time off?

Yes. The shared team calendar shows who's already scheduled off, so managers can catch overlapping requests before approving them, rather than after.

What kind of support do I get if I have questions setting up PTO policies?

 OnTheClock provides live U.S. based chat and phone support, so you're not stuck waiting on an email reply while you're mid-setup.

Is OnTheClock a good vacation tracker for a small team without an HR department?

 Yes. Setup takes about five minutes, and the interface is simple and uncluttered enough that employees don't need training to use it — they check a balance, tap request, and they're done. Managers approve with one click. No manual tracking or dedicated HR staff required.

Is OnTheClock's PTO tracker affordable for small businesses?

  Yes. PTO tracking is included as part of OnTheClock's plans, so you get accruals, balances, approvals, and reporting without paying for a separate HR platform on top of your time clock and payroll.