PTO tracking software

Track time off from employee request to payroll report.

Set annual, pay-period, or hours-worked accrual rules, and Clockspot adds earned hours to each employee’s balance. Employees submit requests; approved time off appears on schedules and payroll reports.

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app.clockspot.com/time-off-balances

Time Off Balances

VacationSickPersonal DayUnpaid
Search employees
Aaliyah Robinson
18havailable
Angela Rivera
34havailable
Keisha Williams
26havailable
Marcus Brown
42havailable
Priya Patel
7hLow balance
Sandra Ortiz
12havailable
Tuan Le
-2hBelow zero

How it works

How PTO tracking works in Clockspot.

Create the time off types your business uses, set the balance rules for each one, and give employees one place to check their hours and request time off.

Clockspot applies the rules you configure; it does not choose the policy for you.

1. Create your time off types

Add vacation, sick time, personal days, unpaid time off, or the types your business already uses. Mark each type as paid or unpaid.

2. Set the accrual rules

Grant hours annually, each pay period, or from hours worked. Add waiting periods, balance caps, carryover limits, or tenure milestones when your policy uses them.

3. Employees check and request

Employees see the balance and activity behind each total before choosing the type, dates, and hours they want to request.

4. Managers review and approve

Managers review the request with the available balance. Approval updates the balance and adds the hours to schedules and payroll reports.

Accrual rules and balances

Set the rule. See every change behind the balance.

Keep the accrual method, waiting period, cap, and carryover settings with the time off type they govern. Then review the dated entries behind each employee’s total.

Match each time off type to your policy.

Choose annual, pay-period, or hours-worked accruals. Add waiting periods, balance caps, carryover limits, and tenure milestones when your policy uses them.

Find the balances that need attention.

Switch between time off types, find low or negative balances, and review an employee’s activity before you approve another request.

See why a balance changed.

Review dated accruals, approved usage, carryover, and manual adjustments. Notes show why the balance changed and who recorded the adjustment.

Live demo

Follow time off from accrual rule to usage report.

Review accrual settings, inspect the activity behind a balance, switch to the employee view, and open the Time Off Usage report in a working Clockspot account.

app.clockspot.com/settings/time-off-types

Time Off Types

Add Type
ActiveArchived
VacationVAC
Paid Each pay period
SickSICK
Paid Hours worked
Personal DayPERS
Paid Annual
UnpaidUNPAID
Unpaid No accrual

Edit time off type

Update this request category and its balance rules.

Vacation · VAC

Paid time off

Paid

Accrual

4h · biweekly

Annual rate

104h per year

Balance / carryover

160h max · 40h carryover

Accrual year

Calendar year · 30-day wait

After 24 months · 120h per year

CancelSave changes

No login or setup required.

Customer stories

What customers say about tracking hours, time off, and payroll.

Portable sanitation employees preparing a service truck together

Portable sanitation

“Clockspot gives you many options for tracking overtime, time off, and creating reports. Clockspot calculates payroll totals with just a touch of a button. It is very, very user friendly.”

Sharon Wilkes

Director, Biffs, Inc.

Verified customer

Common questions

What employees see, how balances accrue, and what approval changes.

  • Paid and unpaid types
  • Accrual and adjustment history
  • Time off in payroll reports
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Can employees see their own time off balances?

Yes. Employees see whether a type is paid, its available balance, the next automatic accrual, and every entry behind the total. They can submit a request from the same page.

How can time off balances accrue?

A time off type can grant hours annually, each pay period, or based on recorded hours worked. Managers can also adjust balances manually or create a type with no automatic accrual.

What happens when a manager approves a request?

Clockspot creates dated time off entries. They update any tracked balance and appear on the schedule, Time Off Usage report, Hours Summary, and Payroll Summary.

Can Clockspot separate paid and unpaid time off?

Yes. You mark each time off type as paid or unpaid. Hours Summary and Payroll Summary report those hours separately.

Does Clockspot decide which PTO policy or law applies?

No. Clockspot applies the accrual rules, caps, and carryover settings you configure and keeps the resulting records. Your business remains responsible for choosing the policy and legal rules that apply.

Time off guides

Decide the policy. Then configure the rules.

Clockspot applies the accrual, carryover, and balance rules you configure. These guides help you work through the policy questions behind those settings.

Time off reading list

  1. 01Quick readHow to Design a PTO Carryover PolicyHow to set accrual caps, carryover, and year-end rules so use-it-or-lose-it does not create wage claims in California, Colorado, or multi-state workforces.
  2. 02Quick readWhen You Have to Pay Out Unused VacationWhen you owe vacation payout, the 6 jurisdictions that require it, and the combined-PTO trap that converts sick days into wages.
  3. 03ArticleUse-It-or-Lose-It PTO: How to Design a Policy That Holds UpDesign carryover, accrual caps, and separation payouts across states, including California and Colorado forfeiture bans, without another 50-state table.

Start with the time off policy you already use.

Configure each paid or unpaid type, set its accrual and carryover rules, and give employees a balance they can check before requesting time off.

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