Managing Paid Time Off (PTO) often creates friction for Human Resources (HR) teams and growing organizations. Requests arrive across emails, chats, and spreadsheets; therefore, approvals slow down, and balances become unclear. Over time, these gaps lead to scheduling conflicts, payroll errors, and employee frustration. For many organizations, PTO tracking becomes a recurring operational risk rather than a simple HR task.
To address this, we focused on real challenges faced by HR teams. We sifted through hundreds of verified user reviews from software users. In addition, our consultants spoke with more than 3,500 businesses to gather direct feedback. We then evaluated each tool’s PTO capabilities, ease of use, and reliability. Based on this process, we identified 10 free PTO tracking software options that organizations can confidently explore.
Free PTO Tracking Software- At A Glance
Software | Rating | Free Plan/Trial | Best For | Main Features |
Day Off- (Editor’s choice) | 4.2/5 | Free Forever | Approval workflow |
|
4.9/5 | 14-day free trial | Facial recognition feature |
| |
4.5/5 | 7-day free trial | Automated accruals |
| |
4.2/5 | 7-day free trial | Time tracking |
| |
3.9/5 | 14-day free trial | Activity levels |
| |
4/5 | 14-day free trial | Smart scheduling |
| |
4.6/5 | 14-day free trial | Employee scheduling |
| |
4.8/5 | 30-day free trial | Tracking annual allowances |
| |
4.5/5 | 14-day free trial | Approvals delegation |
| |
4.2/5 | 14-day free trial | Task management system |
|
Day Off makes PTO tracking simple for growing teams. Employees can submit time off requests and track leave balances easily. Managers can set leave policies and approval rules in seconds. The software lets teams manage vacations and absences from one place. Day Off lets organizations customize leave types, have a calendar view, and manage reports all in one place.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is designed for small teams with up to 10 employees as well as large corporations.
Key Features
- Employee Management
- Smart Leave Management
- Dynamic Time-Off Calendar
- Insightful Leave Analytics
What Is The Scope OF Free Plan?
Day Off offers a forever-free Basic plan up to 10 employees, and includes features such as custom leave types, a calendar view, management reports, and one-step approval. Users can get advanced features by choosing the Pro plan starting at $2/employee/month.
Disclaimer: The pricing is subject to change.
Why We Like It
We like the software for its carryover reports feature. It helps managers track unused leave across years with clarity. The software shows leftover vacation days from last year and the current year in one place. Managers can see how many carried days employees have used, wasted, or can still use for the current year. Organizations can filter the report by employee name, team, leave type, location, or leave policy. The software also lets teams export the report to Excel.
User Ratings
The software is rated 4.2/5 based on multiple user reviews. Users appreciate that they can have more than one supervisor to approve or deny the leave requests within the software. However, users think that the reports it offers could be improved.
Jibble helps teams track hours instantly from desktop, mobile, or web apps. The software lets teams log time anytime and from anywhere, eliminating paper timesheets and avoiding manual errors. Jibble also creates automatic timesheets based on tracked hours. It calculates total time, overtime, and breaks with accuracy. Organizations can get clear insights into employee performance, project progress, and resource usage to make informed decisions.
Pros And Cons
Pros | Cons |
|
|
Best For
Jibble is used by small businesses to enterprises working in the field, remote, or hybrid.
Key Features
- Offline Time Tracking
- Advanced Reports
- Shared Kiosk Tablet
- GPS Time Tracking
What Is The Scope OF Free Plan?
Jibble’s Free plan is for unlimited users and offers several features like overtime rules, GPS time tracking, biometric verification, NFC/RFID time tracking, unlimited projects and clients, etc. However, users can also choose the Premium plan for $4.99, the Ultimate plan for $9.99, and the Enterprise plan for a custom quote.
Disclaimer: The pricing is subject to change.
Why We Like It
We like the software’s offline mode as it lets employees track time even without an internet connection, keeping work logs accurate anywhere. The software works on computers, tablets, and mobile devices, so teams can continue tracking when connectivity drops. Clocking in is quick and secure, with selfie verification and face recognition. Organizations can also enable geofencing, ensuring that employees can clock-in from designated areas.
User Ratings
Rated 4.9/5, Jibble enjoys positive reviews from users as they praise its time zone support, which coordinates with the global teams with ease. However, some users think that the reporting feature could have more customization.
Vacation Tracker lets employees submit leave requests easily, while managers get real-time insights into balances and entitlements. The software handles complex PTO policies automatically, including vacation accruals, Time Off in Lieu (TOIL) tracking, rollovers, and blackout periods. HR can set up automatic calculations for earned time off, manage extra hours without manual adjustments, and block PTO during peak periods. With everything tracked accurately, teams avoid disputes, payroll mistakes, and policy confusion.
Pros And Cons
Pros | Cons |
|
|
Best For
Vacation Tracker is used by single-site teams and global teams, whether they are startups or enterprises.
Key Features
- Custom Leave Policies
- Global Team Compliance
- Real-Time Visibility For Employee Schedules
What Is The Scope OF Free Plan?
The Free plan for this software has limited features; for instance, it only offers one location, one leave type, and one department. Vacation Tracker also offers a free 7-day trial. However, users can upgrade to the Core plan that starts at $2/user/month or the Complete plan with $4/employee/month.
Disclaimer: The pricing is subject to change.
Why We Like It
The software’s leave approval feature is simple and efficient, letting managers set rules for different roles, locations, and seniority levels without manual updates. Accruals, rollovers, and TOIL are calculated automatically, ensuring leave balances are always accurate and eliminating errors. Teams can also enjoy flexible PTO, with customizable policies or unlimited leave options, helping employees maintain a healthy work-life balance.
User Ratings
Based on extensive user feedback, the software is rated 4.5/5. Users enjoy the monthly reports the software generates for organizations to make informed decisions. Though some users feel that the software could improve the integration capabilities a bit.
Clockify lets managers define custom PTO policies and assign them to specific employees or groups. The software lets teams choose approvers, set accruals that update automatically, and request time off in days, hours, or minutes. Time off requests create entries that appear in reports, and all balances and requests can be exported to CSV or Excel for external analysis. This keeps tracking organized, accurate, and fully manageable.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is used by small businesses and enterprises worldwide.
Key Features
- Timesheets
- Project Progress And Forecasting
- Reports
What Is The Scope OF Free Plan?
The software offers a Free plan for unlimited users with basic features like unlimited tracking, mobile and desktop apps, auto tracker, etc. However, users can upgrade to different plans, such as Basic for $3.99, Standard for $5.49/seat/month, Pro for $7.99/seat/month, and Enterprise for $11.99/seat/month.
Disclaimer: The pricing is subject to change.
Why We Like It
The software’s reporting feature is powerful and flexible. Managers can get an overview of all tracked time at a glance, with charts that visualize where time is spent. Time can be grouped by any dimension, and entries can be edited individually or in bulk. Missing time can be added for team members, and reports are fully customizable, including display options, date ranges, filters, and rounding time to the nearest X minutes. PDF exports can be tailored with custom names, notes, and company logos, giving teams clear, professional insights into time usage.
User Ratings
User reviews have given Clockify a 4.2/5 rating, praising its time tracking, especially when they are outsourcing their projects to freelancers. However, a few users think navigating between panels can get a bit confusing at times.
Hubstaff helps teams track employee hours without the hassle of manual work. It reduces errors, missed payroll, and busy work so employees can focus on productive tasks. The software works across mobile, desktop, and web apps, letting employees clock in and out anytime, anywhere on Mac, Windows, Linux, iOS, or Android devices. This makes time tracking simple, reliable, and accessible for every team.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is used by small businesses, mid-size companies, and enterprises.
Key Features
- Productivity Monitoring
- Project Management
- Reports And Dashboards
What Is The Scope OF Free Plan?
Hubstaff offers a 14-day free trial so users can test the various features within the software for time tracking and leave requests. HR teams can find different pricing plans for the software, such as Starter for $7/seat/month, Grow for $9/seat/month, Team for $12/seat/month, and Enterprise for $25/seat/month.
Disclaimer: The pricing is subject to change.
Why We Like It
We like it because the software shows real-time productivity and time tracking data the moment employees clock in. Managers can view hours, earnings, PTO, and activity on a customizable dashboard using drag-and-drop widgets. It also lets teams generate accurate time tracking, activity, and payroll reports to share with key stakeholders easily.
User Ratings
Hubstaff is rated 3.9/5 based on multiple reviews. Users appreciate how they can track time for different projects and tasks within one software. However, some users think that the setup of work breaks isn’t ideal.
Buddy Punch simplifies PTO management for teams of all sizes. Managers can set up different leave types, including holiday, vacation, sick, and personal leave. The software lets teams create accrual rules, automatically calculating earned PTO hourly, weekly, or annually. Both employees and administrators can check PTO balances anytime, ensuring accurate tracking and reducing manual errors.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is designed for remote workers, offices, and on-site workers.
Key Features
- Payroll Management
- Time Tracking
- Customizable Reports
What Is The Scope OF Free Plan?
HR teams can test Buddy Punch with a 14-day free trial. After a successful trial period, companies can decide which plan they need as the software offers Starter for $5.49/user/month, Pro for $6.99/user/month, and Enterprise for $11.99/user/month.
Disclaimer: The pricing is subject to change.
Why We Like It
We like the software for its ability to answer PTO questions instantly. Managers can run PTO summary reports on demand to see time off taken, available balances, carryovers, and more. Employees can also check their PTO balances anytime directly in the Buddy Punch app, keeping everyone informed and up to date.
User Ratings
Users have given Buddy Punch a 4/5 rating based on their reviews. They appreciate the user-friendliness it brings. Though sometimes, the software can get stuck when employees mark their punch-ins.
Connecteam simplifies PTO management for teams of all sizes. Employees can submit time-off requests directly from their mobile devices, while managers receive instant notifications of approvals or rejections. The software automatically updates PTO balances and records every action, keeping a clear history of past requests. With an intuitive tracker, managers can view all PTO balances, approve requests, and avoid scheduling conflicts with real-time insights.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is used by small businesses and enterprises.
Key Features
- Task Management
- Customizable Workflows
- Payroll Management
- Employee Time Clock
What Is The Scope OF Free Plan?
Other than a 14-day free trial period, the software offers a Free plan with up to 10 employees. Moreover, users can upgrade to different plans, including Basic $29/month, Advanced $49/month, Expert $99/month, and Enterprise at custom pricing.
Disclaimer: The pricing is subject to change.
Why We Like It
The software lets you create tailored time off policies or use ready-made templates for any absence type. Managers can ensure compliance with labor laws by customizing policies by state, role, employment type, and more. Custom year periods make it easy to manage accruals, carryovers, and maximum limits, while syncing with schedules and payroll-ready timesheets creates a complete time and attendance system.
User Ratings
Rated 4.6/5 based on numerous reviews, the software is appreciated for its ability to manage remote teams efficiently. However, some users think that Connecteam could get more integration.
Timetastic is an absence management software that lets employees and teams have their personal calendars and annual summaries. By viewing and tracking their absence, the employees can plan their future holidays accordingly. The software offers ease of using either the desktop or mobile app to request time off. Moreover, the wallchart within the software lets managers and decision makers have a holistic view of who is currently on leave.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is used globally, whether by tiny enterprises, startups, or large multinational companies.
Key Features
- Wallchart Dashboard
- Automated Leave Allowances
- Calendar Synchronization
- Workforce Planning
What Is The Scope OF Free Plan?
Timetastic offers a free 30-day trial period for users to test the software’s competency and ease. Companies can decide whether they need to go with the Timetastic plan that starts at $1.50/user/month, or the Timetastic Pro plan at $2.50/user/month.
Disclaimer: The pricing is subject to change.
Why We Like It
We like it because the software offers a complete set of time off management features. Teams can be grouped into departments with clear managers and minimum staffing levels. Different leave types are easy to handle, including annual, sick, and parental leave. Public holidays from thousands of regions are supported, and work schedules help teams see availability clearly.
User Ratings
Users have reviewed and rated Timetastic 4.8/5. They like how easy it is to check their remaining days off and their teammates' annual leave within the software. However, some users think that the reporting option could be more detailed.
Calamari lets employees request time off through web, mobile, or Slack. They can view leave balances and expiry dates in real time. Managers benefit from automated approvals and shared calendars. The software lets HR teams require or opt for substitutes, reasons, and medical documents within each PTO request, ensuring consistent policies without adding friction.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is best suited for small to mid-size businesses and even large corporations.
Key Features
- Employee Information Management
- Recruitment and Applicant Tracking
- Performance Management
- Attendance and Time Tracking
What Is The Scope OF Free Plan?
Calamari offers a 14-day trial period for free, where organizations can have hands-on testing to see whether the software fits their needs or not. Users can opt for a single module or any combination. The software offers Time Off $2.5/user/month, Time And Attendance $3/user/month, Core HR $2.5/user/month, and Performance $3/user/month.
Disclaimer: The pricing is subject to change.
Why We Like It
We like Calamari for its ability to simplify PTO management across multinational teams. Custom leave policies ensure compliance in every location. Moreover, the platform supports over 110 calendars, multiple languages, and time zone-aware scheduling. This makes it easy for HR teams to track regional holidays, plan staffing, and manage absences efficiently.
User Ratings
Based on extensive user feedback, the software is rated 4.5/5. Users appreciate how the software connects easily with Google calendar so everyone can see who is on holiday. However, some users think filtering reports could be a hassle at times.
Time Clock Wizard helps organizations track employee hours accurately, even for remote teams. Its Clockpoints feature uses GPS and IP recognition to confirm locations at clock-in and clock-out, ensuring employees are where they should be. Managers can edit time entries, round hours, and receive real-time alerts for unscheduled activity. PTO reports and multi-device support make tracking absences, holidays, and vacations easy.
Pros And Cons
Pros | Cons |
|
|
Best For
The software is best for enterprises and large corporations.
Key Features
- Employee Time Tracking
- Employee Scheduling
- Payroll Reporting
What Is The Scope OF Free Plan?
The software has a Free pricing plan for unlimited users that only covers time tracking. However, users can get upgraded to different plans such as Value $34.95/month, Pro $54.95/month, and Enterprise $249.95/month.
Disclaimer: The pricing is subject to change.
Why We Like It
One of the standout features of the software is the photo capture. Companies are not unfamiliar with buddy-punches and other sneaky tactics employees use when it comes to marking their attendance. However, with this feature, employees are required to submit a picture of themselves when they clock in and out. This ensures transparency and avoids any issues.
User Ratings
Rated 4.2/5 based on multiple reviews online, the software is praised for its centralized dashboard that lets users view hours, monitor attendance, and manage employee schedules. However, some users think that the vendor should be offering more training sessions.
Key Buying Advice
When evaluating PTO tracking software, HR teams should first consider workforce structure. Global holidays matter for distributed teams. Time zone support prevents approval delays and balance errors. Clear policy customization also helps align PTO rules with local labor laws. In addition, accurate accrual tracking reduces payroll disputes and manual corrections.
Next, organizations should assess usability and reporting depth. A clean interface improves employee adoption. Manager dashboards should show conflicts and coverage gaps. Exportable reports support audits and planning. Integration with payroll or HR systems adds long-term value. Finally, review plan limits in free versions. The right tool fits current needs while allowing room to scale.
What Not To Overlook
When reviewing PTO tracking software, small details often create big challenges later. HR teams should look beyond basic request and approval features. Overlooking key elements can limit accuracy, adoption, and long-term usefulness. A careful review upfront saves time and prevents future rework.
- Support for global holidays and regional calendars
- Time zone handling for distributed or remote teams
- Flexible accrual rules for different leave policies
- Clear visibility into team availability and conflicts
- Role-based approvals for managers and HR admins
- Reporting access for audits, payroll, and planning
- Limits applied to free plans and user caps
Before finalizing a choice, align these factors with daily HR workflows. The best PTO tool supports compliance, clarity, and growth without adding complexity.