PTO tracking
PTO Tracking Software for Smarter Employee Time-Off Management
Track balances, manage requests and approvals, and keep every record in one place. Start free for up to 8 users, with no credit card required.
Track Employee PTO in One Place
Holiday Ocean 360 is PTO and leave management software that helps organizations track employee time off, manage requests and approvals, and keep clear visibility of leave balances. Employees see their own balances and request time off themselves. Managers review requests with the context they need. HR and administrators set the rules and keep the records.
Instead of balances in one spreadsheet, requests in an inbox and approvals in a chat thread, everything sits in one system. That covers paid time off, vacation, sick leave and any other leave type your organization offers.
Give Employees Clear Visibility Into Their PTO
Employees should not have to ask HR how many days they have left. The employee home dashboard shows everything they need at a glance.
Current balances
See remaining days for each leave type, such as annual leave, sick leave and personal leave, alongside days already used.
Submitted requests and decisions
Track every request on a visual status timeline from submission to final decision. Each approval or rejection comes with a structured explanation, so there is no guesswork.
Upcoming leave
Review upcoming time off and any requests still pending, with the full request history one click away.
Employee self-service
Employees submit requests themselves, from any device, in under 20 seconds. Balance, notice period and team clashes are checked as the dates are picked, so requests that would be declined are caught before they are sent.
Simplify PTO Requests and Approvals
The approval flow is simple and consistent:
- 01Employee requests
- 02Manager reviews
- 03Approves or rejects
- 04Record and balance update
Manager inbox
Managers see all pending requests from their team in one inbox, so nothing is lost in email.
Decision cards
Each request opens as a one-screen decision card showing the employee, the remaining balance, team coverage after approval and a clear pass or fail result from the policy check.
Configurable approval workflows
Choose auto-approve, direct manager or a multi-step approval chain for each leave policy. Managers can also escalate a request to the next approver.
Email approvals
Managers can approve or reject directly from their inbox without logging in. Email approvals are available on the Professional plan and above.
Notifications and decision tracking
Decisions trigger instant notifications, and administrators choose which events send emails and in-app notifications. Every decision is recorded with who made it, when and why.
Manage PTO Policies Consistently
A PTO tracker needs to apply your rules the same way for everyone. Holiday Ocean 360 lets HR configure policies visually, with no code.
Leave policies
Define leave types, entitlements, yearly, quarterly or monthly accrual and carryover, plus notice periods and probation rules.
Policy assignments and overrides
Assign policies to departments or directly to individual employees. A department can override the company policy, and a personal assignment overrides the department one, so special cases get their own entitlements while the company standard stays in place.
Departments and structure
Build your department hierarchy, assign department heads and connect policies, schedules and coverage to your structure.
Working weeks, holidays and regions
Holiday calendars adjust balances and working days automatically and can be assigned to departments, and the working week is configurable, including Sunday to Thursday.
See Who Is Taking Time Off
PTO tracking is only useful if managers can see what it means for the team.
Team visibility
Managers see who is off, who has a request pending and how many people will be available after a request is approved.
Conflict checks
Coverage is checked against the team per day, so clashes are flagged while the request is being made and again when the manager decides.
Planning ahead
Upcoming leave and holiday calendars give managers a clear view of coming weeks, which helps them plan cover.
Reduce PTO Conflicts and Manual Administration
Spreadsheets can show who asked for time off, but they do not apply your leave rules or keep approval decisions in one place. Someone has to update balances by hand, chase managers for answers and check for clashes before approving.
Holiday Ocean 360 moves that work into the system. Balances update when a request is approved. Policy checks run automatically. Approvals follow the route you configured. Managers see team coverage on the same card as the request. HR spends less time answering balance questions and correcting records, and employees get faster, clearer answers.
Keep PTO Records Organized
Approval history and audit trail
Every request, decision and configuration change is recorded in an append-only audit ledger that is never rewritten. When someone asks about a past decision, the answer is there. The audit trail is included from the Starter plan, and how long it is kept depends on your plan.
Historical requests
Employees and managers can review request history, and HR can see past decisions in context.
Exports and balance adjustments
Export leave data with date range filters. HR can manually adjust a balance when needed, with a required reason that is fully audited. Exports are available on paid plans.
That focused approach makes Holiday Ocean 360 easier for employees and managers to use, and easier for HR teams to manage as the organization grows. There is no need to change your entire HR setup or take on unnecessary complexity just to improve PTO tracking.
Whether you are moving away from manual processes or looking for a better alternative to a larger HR platform, Holiday Ocean 360 gives you the right level of structure for managing leave without adding more software than you need.
Why Use Holiday Ocean 360 for PTO Tracking?
Holiday Ocean 360 is focused on leave management, so you get purpose-built PTO tracking without having to adopt a full HRIS or workforce management platform.
How Much Does PTO Tracking Cost?
Start free for up to 8 users. Paid plans start at $60 a month, with plans designed for growing teams. Enterprise pricing is customized.
Frequently Asked Questions
What is PTO tracking software?
PTO tracking software records employee paid time off, including balances, requests and approvals, in one system instead of spreadsheets or email. Holiday Ocean 360 also includes policy configuration, team visibility and audit records.
What does PTO tracking software do?
It lets employees request time off, gives managers the information to approve or decline, tracks balances and keeps a record of every decision. In Holiday Ocean 360, HR can also configure leave policies, holiday calendars and approval workflows.
How does PTO tracking work?
An employee requests leave and the system checks balance, notice and team clashes. The manager reviews the request on a decision card and approves or declines it, and the balance and records update automatically.
Can employees submit PTO requests themselves?
Yes. Employees choose a leave type and dates, see their balance and any clashes, and track the request until a decision is made.
Can managers approve PTO requests?
Yes. Managers review requests in a central inbox and decide with decision cards. On Professional plans and above, they can also approve or reject directly from email.
Can PTO balances be tracked automatically?
Yes. Employees see balances for each leave type, and balances update when requests are approved. HR can configure accrual and carryover rules, and can make manual adjustments with a required, audited reason.
Is PTO tracking software better than Excel?
For most teams, yes. A spreadsheet stores data but does not enforce policies, route approvals or check for clashes. Holiday Ocean 360 does these things and keeps an audit trail.
What is the difference between PTO tracking and leave management?
PTO tracking focuses on paid time off balances and requests. Leave management is broader and also covers other leave types, policies, approval workflows, calendars and records. Holiday Ocean 360 covers both.
Start Tracking Employee PTO Today
Start free for up to 8 users. Upgrade when your team grows.