- PTO trackers side by side
- Ten PTO trackers to compare
- Which PTO tracker fits your team
- Why one tracker must handle different holiday rules
- Standalone leave trackers versus all-in-one HR software
- Questions to settle before you choose a PTO tracker
- Signs you've outgrown the holiday spreadsheet
- My plain advice on choosing a PTO tracker
- Frequently asked questions
The best PTO trackers let staff request time off, managers approve it in a click, and everyone see who's away without a shared spreadsheet. Some work inside Slack or Microsoft Teams, some are part of wider HR software, and several handle different leave rules for different locations. Ten options follow in no particular order.
The holiday spreadsheet works until it doesn't. Two people book the same week, someone's allowance is wrong because a formula broke, and a manager approves a request by email that never makes it into the sheet. By the time anyone notices, the cover's already gone.
The ten PTO trackers below are listed alphabetically and in no particular order, and every description comes from the vendor's own website, read this week. If you're weighing up HR help more broadly, my guide to HR support services for small businesses covers the options.
PTO trackers side by side
I checked the free plan column on each tool's own website, as of Oct 2026. Yes means the site names a free plan, a free version, a free allowance or an open source version. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to start for free, so check the vendor's page before you sign up.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Breathe | HR software for small businesses | Leave tracking inside wider HR software | Trial only |
| Calamari | Time off and attendance tools | Automatic entitlement calculations | Trial only |
| Factorial | HR and business software | Time off alongside payroll and HR | Not stated |
| Flamingo | Vacation tracker for Slack | Teams that live in Slack | Trial only |
| Leave Dates | Staff leave planner | A cheerful annual leave planner | Trial only |
| LeaveBoard | Leave and HR management system | Leave plus an employee database | Not stated |
| TimeOff.Management | Leave and PTO planner | Multi-location leave policies | Trial only |
| Timetastic | Staff leave and holiday planner | Simple holiday booking for UK teams | Trial only |
| Vacation Tracker | Leave management and PTO software | Teams on Slack, Teams or Google | Trial only |
| WhosOff | Online staff leave planner | Tracking time off in lieu and overtime | Trial only |
Ten PTO trackers to compare
Breathe
Best for: Small UK businesses that want holiday tracking as part of all-in-one HR software, with flexible, commitment-free plans.
Calamari
Best for: Growing teams that want time off requests, automatic entitlement calculations and an absence calendar replacing their spreadsheet.
Factorial
Best for: Mid-sized companies that want time-off management inside a broader HR platform covering talent, payroll and IT.
Flamingo
Best for: Slack-first teams who want to request and approve vacation without leaving Slack or keeping a cluttered spreadsheet.
Leave Dates
Best for: Small businesses who want a friendly annual leave planner that gets rid of clunky manual processes and spreadsheets.
LeaveBoard
Best for: Companies that want cloud-based leave tracking alongside an employee database, self-service and HR reports.
TimeOff.Management
Best for: Organisations with teams in several places that want custom leave policies, a team calendar and multi-location leave management.
Timetastic
Best for: Growing companies that want a simple online holiday planner on desktop or mobile, with rota tools as well.
Vacation Tracker
Best for: Distributed teams that want leave tracking inside Slack, Microsoft Teams or Google Workspace, with location-based rules.
WhosOff
Best for: UK employers who want to manage leave requests, policies, overtime and time off in lieu, with payroll reporting.
Which PTO tracker fits your team
- Teams that live in Slack: Flamingo.
- Slack, Microsoft Teams or Google Workspace: Vacation Tracker.
- Simple holiday booking for UK teams: Timetastic, Leave Dates or WhosOff.
- Automatic entitlement calculations: Calamari.
- Teams in several locations: TimeOff.Management.
- Leave inside wider HR software: Breathe, Factorial or LeaveBoard.
Why one tracker must handle different holiday rules
GOV.UK says most workers who work a five-day week must receive at least 28 days of annual leave a year, the equivalent of 5.6 weeks of holiday, and employers can include bank holidays within that. The US Department of Labor, by contrast, says federal law doesn't require payment for time not worked, such as vacations, leaving it to the agreement between employer and employee.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
If your team spans countries, your tracker needs separate policies for each location, with the right public holidays and allowances. A tool that only understands one country's rules will quietly get the others wrong.
Standalone leave trackers versus all-in-one HR software
A standalone tracker does one job well. It's quick to set up, staff learn it in minutes, and it often lives inside a chat tool your team already uses.
All-in-one HR software adds employee records, onboarding, performance and sometimes payroll. It suits businesses ready to move all their people admin into one place, not just holidays.
Questions to settle before you choose a PTO tracker
- Can it handle different leave policies by country or team?
- Does it include public holidays for each location?
- Can staff request leave from their phone or chat tool?
- Does it track sick days and time off in lieu as well?
- Will it sync with our calendars?
- Can we export leave data for payroll?
Signs you've outgrown the holiday spreadsheet
- Two people book the same week. Show a shared calendar.
- Allowances are wrong at year end. Automate the calculations.
- Requests get lost in email. Use one approval flow.
- Payroll asks for leave data every month. Export it in a click.
Do you make a PTO tracker or leave management tool? Tool makers can ask to be considered for a featured place on this list.
My plain advice on choosing a PTO tracker
Pick the tool your staff will use without being reminded, which usually means the one that lives where they already work, whether that's Slack, Microsoft Teams or a phone app. A tracker nobody opens is just a prettier spreadsheet.
Set up every leave type and public holiday before you invite the team, so the first request goes smoothly. If you're still deciding how to structure your people support, my notes on picking the right HR advice for a growing business will help.
Frequently asked questions
What is a PTO tracker?
A PTO tracker is software for requesting, approving and recording time off, holidays and other absences, replacing spreadsheets and email chains.
Are there free PTO trackers?
Many offer free trials, and some include leave tracking in wider HR plans. The free plan column above shows what each vendor's site says.
How much holiday are UK workers entitled to?
GOV.UK says most workers on a five-day week must receive at least 28 days of annual leave a year.
Do US employers have to offer vacation time?
The US Department of Labor says federal law doesn't require payment for time not worked, such as vacations, so it depends on the employment agreement.
Can a PTO tracker work inside Slack or Teams?
Yes. Several trackers let staff request and approve leave inside Slack or Microsoft Teams.
Can it handle staff in different countries?
Many support separate leave policies and public holidays for each location.
