Paid time off tracking software for small US employers
Every small employer that grants paid time off ends up keeping it somewhere, and for most that somewhere is a spreadsheet only one person understands. PTOroom is two free worksheets and one paid record for the US employer with ten to a hundred people on a PTO policy. The first worksheet accrues an employee's hours by pay period, adds what carried in, takes off what has been used and what is already approved, and gives the balance they can actually book against today. The second prices the policy across the whole team: what it grants, what goes unused and what those unused hours are worth. Both compute in the page with no account and no trial clock.
Keeping the balances, not just working them out
The worksheet is the answer for one person today. PTOroom Pro is every employee on the policy, every request against them and the balance that moves on its own, for $20 a month for the whole team.
One room for every hour of paid time off you owe
- Every employee's balance, accrued and current, without anyone rebuilding it. Accrual runs off the hours your policy grants and the pay periods you run. Carry-in is held separately, time taken comes off, and time already approved for a future date is held back so nobody books the same hours twice.
- Every request against the person, with who approved it and when. A request is raised against an employee, approved or declined by a named manager, and the balance moves on its own. The history stays, so a disagreement six months later has an answer rather than two memories.
- What carries over, what expires, and what it was worth. Your carryover cap is applied at the year boundary and what falls above it is shown before it disappears, not after. The team view prices the unused hours so the number reaches whoever signs off the policy.
The free tools
Two worksheets, and between them they answer the two questions a PTO record exists to answer. The time off tracking template is the per person view: an accrual rate from the hours your policy grants and the number of pay periods you run, applied to the periods completed so far, plus carry-in, less time taken and less time already approved for a future date. That last subtraction is the one spreadsheets miss and the one that causes double booking. The paid time off tracking calculator is the whole team view: the days the policy grants, the share of them people actually take, and the wage value of everything left on the books at year end.
- Time off tracking template: Work out one employee's paid time off balance from your own figures: hours granted a year over your pay periods, plus carry-in, less what is taken and less what is already approved, into the hours they can actually book today.
- Paid time off tracking: Price your PTO policy across the whole team: the days and hours it grants, what they cost in wages, how much goes unused at your own take rate, and what those unused hours are worth on the books at year end.
PTOroom Pro
The worksheet gives you one person's balance on one day. Pro remembers it: the employee, the policy they are on, every request and approval against them, and the balance that moves on its own as time off is taken and as pay periods pass. PTOroom Pro is $20 per month for your whole team, billed monthly.
