How To Keep Track Of Employee Time Off

The best way to keep track of employee time off is to use a reliable PTO tracking system that logs leave requests, approvals, and balances. 

Small teams might start with simple calendars or Excel templates to record vacations and sick days, but growing businesses benefit from specialized tools. 

These tools automate accruals, allow easy requests/approvals, and integrate with payroll, ensuring accurate records and compliance with labor laws​. The goal is to maintain clear visibility of each person’s time-off balance and schedule so nothing falls through the cracks.

Manual Methods

For very small companies, tracking absences on paper or an editable calendar can work. You simply note each leave on a calendar or in a basic table. 

However, this approach is prone to errors or lost information. It lacks transparency (only the keeper of the calendar knows who’s off) and can get overwhelming as you hire more people.

Spreadsheets

Many businesses use Excel or Google Sheets as a step up. You can list each employee’s name, PTO earned, and dates off. 

Spreadsheets are shareable for visibility and easy to set up with free PTO templates. They provide more structure than paper, but still require manual updates. If someone’s plans change, you must adjust the sheet. 

There are limited features – formulas can track balances, but a spreadsheet won’t send reminders or prevent overlaps automatically.

Automated Software

As your team grows, it’s wise to move to an automated system. Modern time tracking or crew scheduling software can handle everything from time-off requests to notifying managers of overlaps. 

A robust platform acts like a workforce time clock for attendance and also tracks leave balances, combining all timekeeping in one place​. Employees request PTO through an app or portal, and managers approve it digitally. The system deducts hours from balances and updates calendars, so everyone knows who’s out.

Some of the best solutions are Workyard and Deputy, and other time clock kiosk apps like Time Camp. 

Integration is another big plus. Advanced systems can connect with your payroll or HR platform. For example, Workyard offers Gusto integrations to sync PTO data with Gusto payroll, so an employee’s vacation hours automatically reflect in payroll calculations. This reduces manual entry and errors​

Tips:

• Set a clear PTO policy and communicate it
• Use templates or apps with notifications and approvals
• Review time off reports regularly to spot trends or issues

Using automated tools ensures fairness and accuracy for everyone.  It also builds trust, as employees know their earned time off is respected.

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