A PTO and vacation tracker that keeps time off and schedules together.

PTO breaks down when balances live in a spreadsheet, requests arrive in messages, and the schedule lives somewhere else. ClockOut brings those pieces into the same employee time clock and scheduling app, so a manager can move from a request to an approval without losing sight of coverage.

What PTO tracking software should keep together

Teams call this tool different things: a PTO tracker, a vacation tracker, a leave tracker, or a time off tracker. Whatever your policy calls it, a useful employee PTO tracker answers four practical questions: how much time has accrued, what balance remains, which requests are waiting for approval, and whether an approved absence affects the schedule. If those answers sit in separate tools, every request creates another manual check.

ClockOut keeps accruals, balances, requests, approvals, weekly availability, and scheduling in one workflow. It is focused leave management software for hourly and shift-based teams, alongside the time clock employees already use.

How the PTO tracker works

1. 01

   Keep accruals and balances in one place

   Use ClockOut as the shared record for employee PTO accruals and current balances instead of maintaining a separate vacation spreadsheet beside the time clock.

2. 02

   Employees submit time-off requests

   Employees can request PTO through ClockOut. Managers then review those requests and record the approval outcome in the same system.

3. 03

   Approved time off reaches the schedule

   The scheduler respects approved PTO and weekly employee availability, helping managers build coverage around the time people can actually work.

PTO tracking without a second HR system

Accruals and balances

Keep PTO accruals and balances beside the employee’s time and schedule records. A shared balance record reduces the need to reconcile a separate sheet every time someone asks for a day off.

Employee requests and manager approvals

Employees have a self-service path to request PTO. Managers can handle approvals in ClockOut, and approval outcomes can be sent through push, email, and in-app notifications on Starter and Pro.

Availability connected to scheduling

Weekly availability and PTO are related but different. Availability tells the scheduler when an employee can normally work; PTO records approved time away. ClockOut’s scheduler respects both, so managers have the same information while assigning shifts.

PTO alongside payroll on Pro

PTO management itself starts on Starter. Pro adds payroll runs and payroll-provider export formats. ClockOut can include hours, overtime, and PTO in ADP- and Gusto-ready CSV exports; QuickBooks exports cover employee hours.

Which ClockOut plan includes PTO tracking?

A PTO tracker app for small hourly teams

Whether your handbook talks about vacation days, sick time, or personal days, the workflow is the same: employees request time off, managers approve it, and the schedule reflects it. Your written policy defines what people earn; ClockOut records the balances, requests, and approvals.

ClockOut fits teams that need PTO beside daily operations rather than in a disconnected benefits system: restaurants balancing shift coverage, retail and cafés managing availability, clinics coordinating hourly staff, and field teams working across locations. Employees use the same app to clock in, view schedules, and request PTO.

If you are designing the policy or moving away from a spreadsheet, start with the practical guide to tracking PTO accruals for hourly employees. For verified plan and feature details, see the ClockOut product facts.

PTO tracker FAQ