Free time off tracker

Free PTO tracker for balances, approvals and a team calendar.

Track PTO, vacation, sick days and any other leave in one place. Set accrual rules once, see every balance live, send requests to the right manager and see who is away on the team calendar. A free leave tracker to replace the shared spreadsheet.

Get started free See how it works

No card to sign upNo sales call neededFree forever up to 10 people

hub.hoursquare.com

HourSquare team calendar for September, with demo data: approved and pending time off, sick leave and a public holiday.

Real HourSquare screens, filled with a made-up demo company.

Balances update on approval

The moment a request is approved, the employee's balance reflects it. No monthly recount.

Requests reach the right manager

Each request goes to the employee's manager, who sees the balance before deciding.

Your time off in your calendar app

Each person gets a calendar feed of their own time off and holidays for Google Calendar, Outlook or Apple Calendar.

What it tracks

Everything a leave tracker has to keep straight.

Rules, requests, the calendar and the holidays.

Accrual rules that match your policy

Create one policy per leave type, in working days or hours. Choose how it accrues, whether unused days carry over and when they expire, whether half days are allowed and whether the leave is paid. The leave year can start in January, on a date you pick or on each person's hire anniversary, and part-timers can be prorated by contract hours.

PTO, vacation, sick leave and any other type, each as its own policy
For a few countries, statutory defaults to start from (check your local rules)
Balances follow the rule, with no monthly recount by hand

An employee’s HourSquare home (demo data): the week’s schedule, leave balances with a Request leave button, who is out, and the upcoming holidays.

Requests and approvals, not email threads

An employee picks a policy and dates and sees their balance before sending. The request goes to their manager, who sees the same balance and approves or declines in HourSquare. The balance changes at the moment of approval.

Leave requests wait in one approval inbox, oldest first
A request counts only the days that person would have worked
Employees see their balance before they send a request

HourSquare approval inbox for a team lead, in Queue view with demo data: leave requests and time entries waiting for a decision, oldest first, each with approve, reject and open buttons.

A team calendar that shows who is away

Approved and pending time off, sick leave and public holidays sit on one team calendar, so you spot a clash before you approve. Working days and the first day of the week are set per workplace. Each person can also subscribe to a personal calendar feed.

Pending requests show next to approved ones
Public holidays appear on the calendar and never count as leave
Each person's feed works in Google Calendar, Outlook and Apple Calendar

Team calendar in HourSquare showing who is off this month (demo data).

Public holidays by region

Load your country's public holidays and pick the states, cantons or provinces that apply. Mark a day as not a day off for your company, or add your own. Holidays and the work week are set per workplace, so a team in two regions follows two calendars.

Holidays load by country, then narrow by state, canton or province
Add company days off, or mark a listed holiday as a normal day here
Employees see the upcoming holidays on their home screen

The same employee home on a phone (demo data): a clock-in button, a shortcut to request time off, the next payday, the “Needs you” list, and the bottom bar with Home, Time, Menu, Time off and Inbox.

How it works

From policy to approved request.

You set the tracker up yourself, in this order.

Create the company yourself
Sign up on this site. There is no demo to book and no card to enter.
Add your people
Add each person with their manager and workplace, so requests and holidays reach the right ones.
Set the leave rules
Create a policy for each leave type with its accrual rule, then load your public holidays.
Let requests flow
People request time off, managers approve, and balances and the team calendar update by themselves.

Get started free

What free means

The whole tracker is in the free version.

Free forever for teams of up to 10 people. Free for now for larger teams. If that changes, we'll tell you first. Leave policies, balances, approvals and the team calendar are all included.

See pricing

Keep exploring

Where to go next.

In the product

Free tools and reference

Questions about the PTO tracker

See all questions

Is this PTO tracker really free?

Yes. Free forever for teams of up to 10 people. Free for now for larger teams. If that changes, we'll tell you first. Signing up needs no card.

Can it track more than PTO, such as sick leave?

Yes. Each leave type is its own policy, in days or hours, with its own accrual rule, paid or unpaid, and half days if you allow them.

Can employees see their own balance?

Yes. Every employee sees what they have left, and sees it again before sending a request.

How do public holidays work?

You load your country's holidays, pick the regions that apply and add your own days off. They show on the team calendar and never count against anyone's balance.

Is there a calculator to estimate how many days I get?

Yes. The PTO calculator estimates accrued, used and remaining days, and the vacation and public holiday calculator lists holidays and counts working days for a date range. Both are free and need no sign-up.

Ready when you are

Get your team's time off in order.

Every feature included, no card to sign up. Free forever for teams of up to 10 people; larger teams are free for now, and we'll tell you first if that changes.