Top 5 Best Time Off Management Software [In-Depth Post]

time off management software

When you work in a business, time is the most precious resource. HR processes and tasks, such as managing your team’s time-off requests, can take so much of your time and energy that you fail to focus on the most important thing: growing your team and business. 

That’s why many startups or businesses use time off management software rather than spreadsheets to automate and streamline their time-off processes. 

Most time off management tools offer customizable, user-friendly systems that are becoming indispensable tools for businesses as they greatly impact productivity and resource utilization. 

Here are some of the benefits of time off management software:

  • Streamlines Request Process
  • Improved Accuracy
  • Better Resource Planning
  • Eliminates Time-Consuming Tasks
  • Improved Productivity

There are a variety of time off management software options available in the market. But which time off management solution is best for startups and mid-sized businesses?

Here is a snapshot of the 5 best time off management software: 

  1. Buddy Punch
  2. Insightful
  3. Connecteam
  4. TimeCamp
  5. OnTheClock

Now, the question is, which one to select?

To help you, we will discuss what time off management software is, why to use the time off management software, the top 5 best time off management software, and what factors to consider while selecting a time off management software.

What Is Time Off Management Software? ⏲️
Time off management software, also referred to as PTO (Paid Time Off) tracking software or vacation tracking software, is a specialized tool designed to simplify and automate managing employee leave requests within an organization. 

The primary function of time off management software is to centralize and digitize the entire leave tracking process. 

Instead of relying on traditional paper-based or manual methods, this software allows employees to submit their time off requests electronically through an intuitive interface. 

Managers and supervisors can then review and approve or deny these requests within the same system.

Moreover, time off management software provides real-time visibility into employee leave balances, accrued time off, and upcoming absences. 

This transparency enables better planning and resource allocation and avoids scheduling conflicts.

Best Time Off Management Software | Top 5 Picks

There are several options available when it comes to the best time off management software, each with its own unique features and benefits. 

Here are the top five time off management software.

1. Buddy Punch

buddy punch homescreen landing page

Buddy Punch is far more than a PTO tracking software that is highly effective at ensuring that your PTO policy is executed and reflected in your PTO requests system. 

With Buddy Punch, employees can streamline the entire time off the process by allowing employees to request time off through a user-friendly interface easily. 

When employees request time off, team leaders automatically receive instant notifications on Buddy Punch’s platform.

The system also automates the approval process, saving time for both employees and managers. 

It also provides real-time visibility into accrued PTO, helping employees stay informed about their available time off.

Buddy PunchTechnical Details
Customer TypeSmall Business
Medium Business
Large Enterprises
Devices SupportedWindows

How Buddy Punch’s Time Off Software Works?

Buddy Punch’s time off software simplifies the process of monitoring and managing employee leave. 

Acting as a PTO tracker, it provides the necessary tools to handle a steady stream of paid time off requests

The software allows for segmenting different types of leave, including sick leave. 

With Buddy Punch, HR teams can efficiently review and respond to time off requests, streamlining the approval and rejection process. 

This time off management software is designed to save HR teams valuable time while effectively managing employee leave.

Buddy Punch offers a treasure trove of useful resources inside their “Knowledge Base” to help you squeeze more value. If you require any further assistance, their customer support team is always poised and ready to answer any questions.

Try Buddy Punch For Free

You can also book a one-on-one personalized demo here.

Features of Buddy Punch

Buddy Punch offers a range of features to simplify time off tracking and management. Some key features of Buddy Punch include:

1. Collect Employee Timesheets Without Chasing Up
Collect Employee Timesheets Without Chasing Up

If you find yourself constantly chasing up on timesheets from employees, Buddy Punch can solve this frustration. 

With Buddy Punch, team members can easily clock in and out, seamlessly integrating the process into their daily work routines. 

By incorporating timesheet entries into their regular work schedule, employees are more likely to submit accurate and timely timesheets.

Once employees have completed their timesheets, HR departments can access and view this data within the Buddy Punch platform. This centralized system eliminates the need for manual collection and reduces the risk of errors or missing information. 

HR teams can use HR software (like Buddy Punch) to quickly review and verify the timesheet data, ensuring accuracy before submitting it for payroll processing.

By streamlining the timesheet collection process, Buddy Punch saves time and eliminates the need for constant follow-ups and reminders. 

The automated and efficient nature of Buddy Punch simplifies the entire process, allowing HR departments to focus on more strategic tasks rather than chasing after timesheets.

2. Utilize Webcams To See Employees Clocking In And Out

Buddy Punch’s webcam feature adds an extra layer of transparency to the process of clocking in and out. 

If you are leading a remote-working team and want to promote transparency across the workforce, encouraging employees to clock in and out using their webcams is an effective way to monitor employee engagement. 

The webcam feature helps prevent time theft and ensures that employees are physically present when recording their work hours. It provides visual evidence of attendance, promoting higher transparency in time tracking practices.

It’s important to note that this feature is optional.

3. Approve/Reject Team PTO Requests On The Fly
Approve Reject Team PTO Requests On The Fly

Buddy Punch empowers managers to handle employee time off requests seamlessly, regardless of their location. 

This functionality is available not only through the web-based application but also on mobile and tablet devices.

By providing the ability to approve or reject PTO requests, Buddy Punch streamlines the workflow, eliminates delays, and allows for quick decision-making. 

This feature enhances communication and ensures that employees receive timely responses to their time off requests, promoting a smoother and more efficient time off management process.

Buddy Punch can align with your current time off policies. You can also allow team members to manually add PTO to time cards without prior approval.

4. Employee Scheduling
Employee Scheduling

Buddy Punch’s employee scheduling feature is designed to cater to the needs of both team members and managers. 

This time off management app provides a user-friendly interface that makes it simple for businesses and managers to create and manage schedules. 

With its drag and drop functionality, employers can easily assign shifts, make schedule changes, and ensure proper coverage.

The software also offers a notification system, informing team members about upcoming shifts or schedule adjustments. 

This helps to enhance communication and reduce the chances of scheduling conflicts or misunderstandings.

By utilizing Buddy Punch’s employee scheduling feature, businesses can streamline their scheduling process, saving time and effort for managers. 

5. Overtime Calculations
Overtime Calculations

Buddy Punch offers robust support for overtime calculations, catering to various types of overtime compensation on a per-employee basis. 

With this feature, businesses can accurately track and manage overtime hours based on their specific policies and requirements. 

Buddy Punch allows for flexibility in setting different overtime types for salaried employees, ensuring accurate and customized calculations.

The reporting feature in Buddy Punch becomes particularly valuable when it comes to overtime calculations. Employers can easily generate reports that provide insights into the number of regular hours, overtime, or double overtime worked by each employee. 

This feature enables businesses to closely monitor overtime hours, monitor labor costs, and ensure compliance with labor regulations.

6. Multiple Punch And Login Options

Buddy Punch’s Multiple Punch and Login Options feature empowers employees by providing a range of choices to punch in and log their work hours, seamlessly accommodating diverse preferences and work environments.

With this functionality, businesses can effortlessly adapt to their employees’ needs and ensure an efficient and user-friendly time tracking process.

Employees can utilize methods such as web-based punching, mobile app punching using the Buddy Punch app, unique PIN, biometric fingerprint, facial recognition, or even physical time clocks, depending on what works best for them and their work setting. 

This flexibility ensures that employees can easily record their time accurately and conveniently, regardless of location or device.

7. Adding, Editing, or Deleting Punches
Adding, Editing, or Deleting Punches

With Buddy Punch’s intuitive interface, employees gain full control over their time punches. 

The platform empowers them to effortlessly add, edit, or delete their time entries, ensuring accurate and reliable time tracking. 

Whether they need to make corrections, account for missed punches, or provide additional information, Buddy Punch simplifies the process. 

Employees can conveniently include notes or reasons for any modifications, offering transparency and accountability.

Buddy Punch streamlines the time tracking process by providing flexible and user-friendly options for managing time punches, reducing errors, and enhancing overall efficiency for employees and businesses.

9. GPS Tracking
buddy punch gps tracking

Buddy Punch takes time tracking to the next level with its GPS tracking feature

By leveraging GPS technology, businesses can now gain real-time visibility into their employees’ location and ensure accurate tracking of their work hours.

Employers can easily monitor the location of remote employees, making it ideal for businesses with field service teams or employees who work on the go. 

The feature offers valuable insights into employee attendance, allowing businesses to verify that employees are clocking in from the designated work locations. 

This feature offers numerous benefits, including enhanced accountability, improved productivity, and streamlined payroll processes.

10. Drag and Drop Shift Management
Drag and Drop Shift Management

The drag and drop management feature revolutionizes how managers handle employee schedules. Managers can effortlessly make adjustments to employee shifts by simply dragging and dropping them on a visual calendar. 

This feature simplifies the scheduling process, saving valuable time and eliminating the need for manual entries. 

Managers can view the entire schedule at a glance and modify shifts to accommodate changing demands or employee availability. 

By dragging and dropping shifts, they can efficiently assign and reassign tasks, manage shift swaps, and handle any unexpected changes that arise. 

11. Reports

Buddy Punch offers a powerful reporting feature that empowers users to create and export reports tailored to their specific needs. 

Users can generate insightful reports that offer valuable data such as:

  • Employee Time Worked: It shows the total hours worked by each employee within a specific timeframe.
  • Time-Off Requests: This report showcases all the time-off requests submitted by employees, allowing managers to track and manage leave schedules efficiently.
  • Overtime Hours: It highlights the hours of overtime worked by each employee, enabling businesses to monitor and regulate overtime expenses effectively.
  • PTO Balances: The report offers an up-to-date overview of each employee’s current paid time off balance, helping employees and managers stay informed and plan accordingly.

You can customize the reports by selecting the desired parameters, such as specific time periods, employee groups, or data fields. 

This flexibility helps users to focus on the information that matters most to them and their business.

Once the reports are generated, users can export them in various formats, including PDF, Excel, or CSV. This allows easy sharing, collaboration, and integration with other systems or software.

12. Integration

Buddy Punch understands the importance of seamless integration with other tools and platforms to enhance workflow efficiency. 

With its integration capabilities, Buddy Punch offers compatibility with numerous popular tools, including: 

  • Zapier
  • Intuit Quickbooks
  • ADP Workforce Now
  • Paychex
  • Many others

By integrating with these tools, businesses can streamline their time tracking and management processes. 

Buddy Punch’s integration feature allows businesses to connect with their existing software ecosystem, creating a cohesive and efficient workflow to save time, enhance accuracy, and reduce the burden of managing multiple software separately.

● Efficient time tracking
● Useful integrations
● Easy to use interface
● Useful custom reports
● Didn’t find any 

Try Buddy Punch for Free

Ready to start a free trial?

No credit card required, all features included.

If you feel that Buddy Punch might be the right fit for your business, sign up for a free trial

You can also book a one-on-one demo or view a pre-recorded demo video.

2. Insightful

Insightful homescreen

Insightful is most suitable for you if you want to accurately track and manage employee PTO requests and collect a full range of performance insights. 

It is another best time off management software that offers accurate employee attendance tracking and a wealth of performance insights.

The software offers a user-friendly interface that simplifies the whole process, making it easy for employees to submit time off requests and for managers to review and approve them. 

You can efficiently manage your employees’ time off, maintain compliance with labor laws and improve workforce planning. 

This powerful time off management software equips businesses with the tools to optimize their time management and drive success. 

InsightfulTechnical Details
Customer TypeSmall Business
Medium Business
Large Enterprises
DeploymentCloud-based, On-Premise, Web-based
Operating SystemsWindows
Devices SupportedMac

Insightful offers a broad range of useful features:

  • Time Tracking
  • Employee Monitoring
  • Automatic Time Mapping
  • Screenshots
● Easy scheduling
● Automated project time tracking
● Useful reporting
● Do not provide access from mobile browsers
● Customer support is slow 

Free Trial

If you’re interested in exploring Insightful’s time tracking, employee monitoring, reporting, and communication tools, you can take advantage of their 7-day trial period to experience the platform before making a commitment.

3. Connecteam

Connecteam homescreen

Coonecteam is another popular time off management software that helps businesses equip team leaders and administrators with the tools to track employee attendance and performance. 

Through Connecteam, businesses can efficiently monitor and manage employee attendance, ensuring accurate tracking of time off requests and approvals. 

The tool provides a user-friendly interface that simplifies the entire process, making it easy for employees to submit time off requests and for managers to review and respond promptly.

It provides tools for task management, communication, and reporting, allowing businesses to optimize productivity and foster effective team collaboration.

With Connecteam’s robust capabilities, businesses can centralize their time off management efforts, improve transparency, and streamline communication channels. 

ConnecteamTechnical Details
Customer TypeSmall Business
Medium Business
Large Enterprises
Devices SupportedAndroid

Connecteam offers various features, some of which include:

  • Employee Time Clock
  • Employee Task Management
  • Employee Scheduling
  • Employee Training
  • Employee Communication
  • Checklists and Forms
● User-friendly platform
● Excellent customer support
● Efficient time tracking
● No forecasting

Free Trial

Connecteam is a robust employee management software that provides businesses with a 14-day free trial, enabling them to experience and explore the full capabilities of the platform before making any commitment.

4. TimeCamp

timecamp homescreen

TimeCamp offers much more than just automatic time off management software. It is another best absence management software that’s perfect for employee self-service. 

You can give fast-moving teams the freedom to make PTO requests in their own time, and HR managers can then review these requests inside the app.

The software offers automatic employee track time capabilities, allowing for effortless tracking of work hours and eliminating the need for manual input.

In addition to time tracking, TimeCamp offers advanced features such as PTO management, project management, invoicing, and reporting. 

It enables businesses to streamline project approval workflows, track billable hours, generate detailed reports, and simplify invoicing.

TimeCamp also offers integrations with popular tools like Slack, Trello, and Asana, allowing seamless collaboration and data synchronization across platforms.

TimeCampTechnical Details
Customer TypeSmall Business
Medium Business
Large Enterprises
Devices SupportedAndroid

TimeCamp offers a full range of practical features for teams:

  • Automatic Time Tracking
  • Timesheet Approvals
  • Attendance Tracking
  • Time Tracking Reports
  • Productivity Tracking
  • Custom Billing Rates
  • Easy Invoicing
● Useful integrations
● Efficient invoicing tools to streamline tracking billable hours
● Details reports
● Free plan do not offer integrations
● Difficult mobile apps

Free Trial

TimeCamp offers a hassle-free 14-day free trial, requiring no credit card information. 

5. OnTheClock

OnTheClock homescreen

OnTheClock is an intuitive and user-friendly employee time clock software that simplifies the process of managing various types of paid time off (PTO).

With OnTheClock, teams have the flexibility to choose from four categories of PTO: Vacation, Holiday, Sick, and Personal.

The software streamlines the tracking and management of PTO, allowing employees to request time off within the designated categories easily.

Managers can efficiently review and approve these requests, ensuring accurate and organized time off schedule.

With its intuitive interface and robust features, OnTheClock allows organizations to accurately record and monitor employee work hours, track breaks, manage time off, and generate comprehensive reports. 

OnTheClockTechnical Details
Customer TypeSmall Business
Medium Business
Devices SupportedWindows

It comes with a mobile app, enabling team members to punch in on any device. OnTheClock offers a range of features, some of which include:

  • Time Clock for Desktop, Mobile & Phone Apps
  • Paid Time Off (PTO)
  • Surveys 
  • GPS Tracking
  • Messaging 
● Affordable Pricing
● Helpful customer support
● Easy to use interface
● GPS-based logins
● Integration feature needs to be improved

Free Trial

OnTheClock offers you the opportunity to test out all of its features with a 30-day free trial period.

Why Do You Use Time Off Management Software?

Time off management software is a valuable tool for businesses of all sizes. The software helps companies manage their employees’ time off requests in a streamlined and efficient manner. 

Here are some reasons why you need to use the time off management software:

1. Streamlined Process

Time off management software automates the process of requesting and approving time off, eliminating the need for manual tracking and paper-based systems.

2. Improved Accuracy

The software reduces the risk of errors and ensures that all time off requests are accurately recorded and tracked.

3. Increased Transparency

Employees can easily view their time off balances and request time off through the software, increasing transparency and reducing confusion.

4. Better Compliance

Time off management software helps businesses comply with labor laws and regulations by providing accurate records of employee time off.

5. Enhanced Productivity

By automating the time off request process, businesses can increase productivity and reduce the time spent managing manual processes.

6. Improved Employee Satisfaction

Time off management software provides employees with an easy and efficient way to request time off, improving their overall satisfaction and engagement with the company.

Factors to Consider While Selecting a Time Off Management Software

Factors to Consider While Selecting a Time Off Management Software

Selecting the right time off management software is crucial for businesses to streamline their processes and effectively manage employee absences. 

Here are the crucial factors to consider when selecting a time off management software:

1. Ease of Use

Choose a user-friendly software solution that is intuitive and easy to navigate for both employees and managers. 

2. Integration Capabilities

Consider the software’s integration capabilities with other systems such as payroll, HR, and scheduling software to eliminate manual data entry and ensure data accuracy across platforms.

3. Customization Options

Look for software that offers customization options to align with your company’s time off policies and unique requirements. 

4. Scalability

Consider the scalability of the software to accommodate your business’s growth and make sure that the software can handle an increasing number of employees and time off requests without compromising performance.

5. Reporting and Analytics

Evaluate the software’s reporting and analytics capabilities to help you with decision-making, resource planning, and policy adjustments.

6. Compliance

Ensure that the software complies with relevant labor laws and regulations. Look for features that support compliance with overtime rules, accrual policies, and local labor regulations.

7. Customer Support

Consider the level of customer support provided by the software vendor. Reliable customer support and training resources will assist in the implementation and ongoing usage of the software.

Try Buddy Punch For Free

What Are The Most Common Types of PTO Employees Take?

Employees often take different types of Paid Time Off (PTO) to address their personal needs and achieve a work-life balance. 

Here are some of the most common types of PTO that employees typically take:

1. Vacation Time

Vacation time allows employees to take a break from work for leisure, travel, or personal activities. It allows relaxing, recharging, and spending quality time with family and friends.

2. Sick Leave

Sick leave allows you to take time off when you are experiencing illness or require medical attention, encompassing situations where they are unable to fulfill their job responsibilities due to physical or mental health issues.

3. Personal Days

Personal days are intended for employees to address personal matters, appointments, or family obligations that cannot be accommodated within regular working hours. 

These days can be used at the employee’s discretion and are typically planned in advance.

4. Family and Medical Leave

Family and Medical Leave Act or similar policies allow employees to take extended time off to care for their family members or their own’s serious health condition, including maternity/paternity leave.

5. Holidays

Paid holidays are designated days off that align with recognized public holidays, such as Christmas, New Year’s Day, Thanksgiving, Independence Day, and others.

6. Personal Development Leave

Some businesses offer personal development leave, allowing employees to take time off for educational or professional growth. 

It can be used for attending conferences, training programs, or pursuing higher education.

How Can An Effective Time Off Management Software Increase Employee Productivity?

An effective time off management software can increase employee productivity in several ways.

  1. The software streamlines the process of requesting and approving time off, eliminating the need for manual tracking and reducing the likelihood of errors. 
  2. It provides employees with an easy and transparent way to view their time off balances and request time off, reducing confusion and miscommunication. 
  3. By ensuring that all time off requests are accurately recorded and tracked, businesses can better plan and allocate resources (i.e., managing staffing requirements), reducing the likelihood of understaffing or overstaffing. 


How do you handle leave management?

To effectively manage employee leave, establish and communicate comprehensive leave policies and guidelines that align with local, state, and federal labor laws. 

These policies should outline observed holidays, types of leave entitlements, and the accrual process. 

Is leave management system software secure?

When selecting leave management system software, it’s important to prioritize security features. 

Look for software programs offering robust security measures such as two-factor or multifactor authentication, regular security updates and patches, user activity monitoring, data encryption, and privacy protection measures. 

Opting for software with these security features ensures the protection of sensitive employee data and minimizes the risk of data breaches.

Try Buddy Punch for Free  

Ready to start a free trial?

No credit card required, all features included.

If you feel that Buddy Punch could be the right fit for your business, sign up for a free trial. You can also book a one-on-one demo, or view a pre-recorded demo video.

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