You Need This in Your Next PTO Tracker


Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

As the co-founder and CEO of a time-tracking software company, Jibble, I need to know what my competitors are up to. That means I’m often researching about and/or playing around with their products (you know, it’s part of the job) so I really know what’s out there. Here, I explain what to look for in your next PTO tracker. 

The Standout Feature to Look for in a PTO Tracker: Easy Integration

A standout feature to look for in a PTO (Paid Time Off) time tracker is easy integration with existing systems. This means the software can seamlessly work alongside other tools and platforms already in use, such as HR systems, payroll software, and project management tools.

The problem that arises without easy integration is the increased risk of data discrepancies, time-consuming data entry, and a higher likelihood of errors. This can lead to issues with payroll, inaccurate tracking of employees’ PTO balances, and, ultimately, dissatisfaction among staff. Additionally, HR can become overwhelmed with the administrative burden of manually managing PTO, which can detract from their ability to perform other essential functions.

The easy integration feature in a PTO tracker addresses these problems by automating the transfer of data between systems. This ensures accuracy in tracking PTO balances, simplifies the payroll process, and improves overall operational efficiency. For employees, it means a more transparent and reliable way to manage their PTO, leading to increased satisfaction. For businesses, it translates into a smoother, more efficient process that saves ample time and reduces the possibility of errors, making it an essential feature to look for in a PTO tracker.

Beyond Easy Integration: Other Key Features to Look For

Now that we’ve discussed the KEY feature that you can’t forsake when looking for a PTO tracker, here are a few more features that you should definitely consider to amp up time tracking:

User-Friendly Interface

User-friendly interface in a PTO tracker refers to the design and layout of the software being intuitive and easy to navigate for all users, regardless of their technical skill level. This typically includes clear labels, simple navigation menus, and straightforward processes for requesting, approving, and tracking PTO. This approach helps ensure that employees and managers can quickly learn and use the software without extensive training or frustration.

The problem with a complicated or poorly designed interface is that it can lead to confusion and errors among users. Employees might struggle to request time off correctly, and managers may find it challenging to approve PTO or access important information as needed. This can result in miscommunication, delays in processing time off requests, and a general decrease in satisfaction with the overall system. Furthermore, if the software is difficult to use, it’s less likely to be adopted fully by the staff, undermining its effectiveness and the investment made into the tool.

By providing a user-friendly interface, a PTO tracker solves these issues by making the process of managing time off simple and efficient. Employees can easily submit their PTO requests, managers can quickly approve them, and HR departments can effortlessly monitor and report on PTO usage without the need for additional training or support. This simple feature leads to a smoother operation, happier employees, and a more productive work environment. 

All Device Accessibility 

All-device accessibility feature in a PTO tracker means the software can be accessed and used on any device, whether it’s a computer/desktop, tablet, or smartphone, regardless of the operating system. All-device accessibility works by ensuring the PTO tracking software is developed with responsive design principles, allowing it to adjust seamlessly to the screen size and capabilities of different devices. This approach enables employees and managers to request, approve, and track PTO from anywhere, at any time, using whatever device they have at hand.

The problem with lacking all-device accessibility in a PTO tracker is that it can limit when and how users engage with the software. If employees can only request time off or managers can only approve requests from a specific type of device, like a desktop computer in the office, it creates unnecessary delays and complications. This limitation can be particularly problematic for businesses with remote workers, field employees, or those who travel frequently. It restricts flexibility and responsiveness, leading to frustration and delays in processing PTO requests.

All-device accessibility solves this by offering flexibility and convenience. Employees can submit PTO requests directly from their smartphones while on the go, and managers can approve these requests immediately without needing to be at their desks in the office, making the process faster and more efficient. This not only enhances the user experience but also supports a more agile and responsive PTO management process. It reflects the modern workplace’s needs, providing a solution that accommodates the diverse ways in which businesses work today.


The customization feature in a PTO tracker allows the software to be tailored to the specific needs and policies of a business. Customization can include setting different types of PTO, such as holiday/vacation, sick leave, and personal days, adjusting accrual rates, and creating unique approval workflows. By offering a range of configurable options, a customizable PTO tracker can adapt to specific requirements rather than forcing users to adjust to the software’s limitations. 

The problem with a one-size-fits-all PTO tracker is that it may not align with every company’s unique PTO policies or employee needs. Businesses vary widely in how they manage time off, including how PTO is accrued, how it can be used, and how requests are approved. A lack of customization can lead to manual workarounds, confusion among employees about how to request time off, and challenges for HR in tracking PTO accurately. This disconnect can create administrative burdens and lead to dissatisfaction among employees who find the system rigid.

Customization solves these issues by providing a PTO tracking system that can be precisely aligned with a company’s operational and HR policies. It allows businesses to automate and streamline their PTO management process according to their own rules, reducing administrative overhead and improving efficiency. For employees, a customized PTO time tracking system is more straightforward to use and understand, leading to a better user experience. Additionally, customization also ensures that the system can grow with the company, accommodating new types of time off or changes in policy without requiring a complete/paid system overhaul. 

Automated Leave Alerts

Automated leave alert in a PTO tracker is a feature that automatically notifies managers and employees about important PTO-related events, such as when an employee submits a new leave request, a request is approved or denied, or when an employee’s PTO balance is running low. Automated alerts work by using the system’s internal notification engine to send emails, text messages, or in-app notifications based on certain triggers set within the PTO policy. 

The problem without automated leave alerts is the potential for delays and communication gaps. Managers might overlook or delay responding to PTO requests due to other responsibilities, and employees may be left in the dark about the status of their requests or unaware of the remaining PTO balance until it’s too late. This lack of timely communication can lead to difficulties in planning, staffing shortages, and increased frustration among employees and managers alike. Moreover, HR departments can become overwhelmed trying to manually manage and communicate this information, leading to further inefficiencies and errors within the system. 

Automated leave alerts solve these problems by ensuring that all parties are promptly informed about PTO requests and balances, facilitating smoother planning and decision-making. For managers, it means being able to quickly act on leave requests, helping to maintain operational efficiency. For employees, it ensures transparency and clarity around their PTO, allowing them to plan their time off better and avoid unexpected shortages. This level of automation reduces the administrative burden on HR and increases satisfaction by streamlining communication.


In conclusion, when selecting a PTO tracker, it’s crucial to consider features that streamline and enhance the management of time off for both employees and managers. Easy integration stands out as a key feature. However, the importance of other features like a user-friendly interface, all-device accessibility, customization, and automated leave alerts cannot be overstated. Together, they create a solution that not only meets the diverse needs of today’s modern workforce but also adapts to the unique policies and requirements of businesses.

At the end of the day, choosing the right PTO tracker doesn’t have to be expensive. There are great options out there, like Jibble, which offers all the key features without any cost. 

Check for yourself: Jibble’s 100% FREE Leave & PTO Tracking Software.

Important Cautionary Note

When making this above guide, we have tried to make it accurate, but we do not give any guarantee that the information provided is correct or up-to-date. We therefore strongly advise you to seek advice from qualified professionals before acting on any information provided in this guide. We do not accept any liability for any damages or risks incurred for the use of this guide.