We need a simple system to track employee time off and vacation requests for a small company.

Setting up a time-off tracking system for a small team doesn't have to be complicated. Here is a simple, tiered approach to help you pick and implement a system that fits your company size and culture.

• Google Sheets or Microsoft Excel
  • Best for: Very small teams (under 10 employees) on a strict budget.
  • How it works: Create a shared spreadsheet with columns for Employee Name, Leave Type (Vacation, Sick, Personal), Start Date, End Date, Total Days, and Status (Pending, Approved). Use a color-coded calendar tab for a visual overview.
  • Pros: Completely free, highly customizable, and requires no new software adoption.
  • Cons: Manual updates, no automated balance calculations unless you build complex formulas, and prone to human error.
• Dedicated PTO Tracking Software (Lightweight)
  • Best for: Teams of 10 to 50 employees looking to save time and reduce friction.
  • Top options: Tools like TimeOff.Management or free-tier options on broader HR platforms like Rippling or BambooHR offer clean, self-service portals.
  • How it works: Employees submit requests via a dashboard, managers get instant email or Slack notifications to approve/deny, and a centralized team calendar updates automatically.
  • Pros: Automatically tracks balances, prevents overlapping vacations, integrates with calendars (Google Calendar/Outlook), and creates an audit trail.
  • Cons: Small monthly subscription cost (though many are budget-friendly per user).
• Communication Tool Integration (Slack / Microsoft Teams)
  • Best for: Remote or hybrid teams already living in chat apps.
  • How it works: Use lightweight Slack bots or built-in app integrations (like PTO by Kreo or similar directory apps) where employees type a quick command to request time off.
  • Pros: Keeps requests in the flow of daily communication; fast and intuitive.
  • Cons: Might lack deep reporting or long-term accrual tracking.

Recommended Implementation Steps

1. Define your policy first: Decide on how many vacation/sick days accrue or reset, and establish a clear notice requirement (e.g., submit requests at least 2 weeks in advance for trips over 3 days).
2. Choose the tool: Start with a shared calendar/spreadsheet if you want zero overhead, or sign up for a free trial of a basic cloud tool.
3. Appoint a single source of truth: Ensure everyone knows where to look to see who is out so that team coverage is never a guessing game.

If you'd like, let me know:

• How many employees you currently have
• Whether you prefer a free/manual method or a paid automated tool
• If you use tools like Google Workspace, Slack, or Microsoft 365

I can give you a more tailored recommendation or help you outline a simple vacation policy.

A simple time-off system for a small company can be built around a few core pieces:

1. Employee Time-Off Request Form

Employees submit:

• Employee name
• Department/team
• Type of leave:
  • Vacation
  • Sick time
  • Personal day
  • Unpaid leave
• Start date and end date
• Number of hours/days requested
• Notes (optional)
• Submission date

2. Approval Workflow

Manager or owner receives a request and can:

• ✅ Approve
• ❌ Deny
• ↩️ Ask for changes

The system should store:

• Approval status
• Approver name
• Approval date
• Comments

3. Shared Time-Off Calendar

Everyone can see:

• Who is out
• Upcoming vacations
• Team coverage issues

Avoid showing private details if desired (for example, show “Out of office” instead of “Medical leave”).

4. PTO Balance Tracking

For each employee:

Track:

• Starting allowance
• Accrued time
• Used time
• Remaining balance
• Carryover rules

5. Simple Admin Dashboard

The owner/manager should see:

• Requests waiting for approval
• Upcoming absences
• Current balances
• Monthly/yearly reports

Easiest Implementation Options

Option A — Spreadsheet (smallest teams)

Use:

• Google Form → request submission
• Google Sheet → balances and approvals
• Google Calendar → shared vacation calendar

Good for ~5–15 employees if policies are simple.

Option B — Lightweight PTO Software

Small teams often use dedicated leave trackers rather than full HR systems. For example, Cala HQ focuses specifically on requests, approvals, balances, and shared calendars, while Vacation Tracker provides vacation, sick leave, and absence tracking.

Option C — Build a Custom Internal App

A simple database could have:

Employees

• ID
• Name
• Department
• PTO allowance

Requests

• Request ID
• Employee ID
• Dates
• Leave type
• Status

Balances

• Employee ID
• Year
• Earned
• Used
• Remaining

Calendar

• Approved absences only

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For a small company, I would avoid a full HR suite unless you also need payroll, benefits, onboarding, and performance management. A simple request → approval → calendar → balance workflow is usually enough. Tools such as Workleaf and MyTimeKeep are examples of systems that combine leave tracking with broader employee management features.

A practical first version could be built in a day using a form, spreadsheet, and calendar, then upgraded to software once the process grows.

Managing time off for a small team doesn't have to be complicated. For a lightweight setup, you have a few practical directions depending on your team's current workflow (spreadsheets vs. automated software).

• Spreadsheet Tracker (Google Sheets / Excel): Best for absolute simplicity and zero cost. A shared master calendar sheet where columns track employee name, request date, start date, end date, type of leave (vacation, sick, personal), and status (pending, approved, denied).
• Shared Calendar (Google Calendar / Outlook): Best for visibility at a glance. Create a dedicated secondary calendar called "Company Time Off" and share it with the team so everyone can see who is out on any given day.
• Lightweight HR/PTO Software: Best if you want to automate approvals and balance tracking without manual math. Tools like Gusto (if you use them for payroll), Clockify , or dedicated PTO trackers like Time Off Cloud keep requests self-service.

A basic 4-step workflow to keep it running smoothly:

1. Submit: Employee submits dates and type of leave at least 2 weeks in advance (for non-emergencies) via a simple form or Slack message.
2. Review: Manager checks the master team calendar to ensure coverage.
3. Approve/Deny: Manager updates the status in the shared tracking log.
4. Notify: The approved dates get added to the master team calendar so everyone stays aligned.

To help narrow down the best fit, tell me:

• How many employees are on your team?
• Do you already use a tool like Google Workspace, Microsoft 365, or Gusto that we could integrate with?

For a small company (roughly 5–50 employees), a shared Google Sheets or Excel workbook is usually the simplest solution. It requires little training, is easy to customize, and can handle vacation requests, sick leave, and PTO balances. Many free templates already include automatic balance calculations and a team calendar.

A practical setup would have four tabs:

A simple workflow:

1. Employee submits a request (either directly in the sheet or through a Google Form).
2. Manager changes Status from Pending to Approved or Denied.
3. Approved requests automatically reduce the employee's PTO balance.
4. The calendar updates to show who is out on each day.

Useful features to add:

• Drop-down lists for Leave Type (Vacation, Sick, Personal, Unpaid)
• Drop-down for Status (Pending, Approved, Denied)
• Conditional formatting to highlight overlapping vacations
• Automatic calculation of remaining PTO using formulas such as SUMIFS
• Filter views so managers can quickly see only pending requests

If your company expects to grow beyond about 20–30 employees or wants email approvals, notifications, and self-service requests, a dedicated PTO application is usually more efficient than a spreadsheet.

If you'd like, I can also create a ready-to-use Excel or Google Sheets template with the formulas, approval workflow, and dashboard already built.

For a small company (5–50 employees), you don't need complex HR software. A shared Google Sheet or Excel workbook is often enough to manage requests, approvals, and remaining balances. Many businesses use spreadsheet-based trackers successfully before moving to dedicated software.

A simple system could include three tabs:

A straightforward workflow would be:

1. Employee submits a request (either directly in the sheet or through a simple Google Form).
2. Manager changes the status to Approved or Denied.
3. Approved requests automatically reduce the employee's remaining PTO using formulas.
4. The team calendar updates so everyone can see planned absences.

Useful formulas include:

• Days Used

  =SUMIFS(Requests!E:E,Requests!A:A,A2,Requests!F:F,"Approved")
  

• Remaining PTO

  =Annual_PTO - Days_Used
  

To make the sheet easier to use:

• Use drop-down lists for leave types (Vacation, Sick, Personal, Unpaid).
• Color-code statuses (green = approved, yellow = pending, red = denied).
• Add conditional formatting to flag overlapping vacations or low PTO balances.
• Protect formula cells so only designated users can edit them.

If you prefer starting from a template instead of building one yourself, these resources provide free vacation/PTO tracking spreadsheets:

• urlJotform Vacation Trackerturn0search0
• urlTeam Absence Excel Templateturn0search1
• urlEmployee Time-Off Tracker for Google Sheetsturn0search3

If you're using Microsoft 365 or Google Workspace, I can also design a version that includes automatic approval tracking, email notifications, and a calendar view with minimal setup.

For a small company needing a simple, low-cost system to track time off, dedicated leave management apps are generally better than spreadsheets, offering self-service for employees and automatic balance tracking.

Here are the best, easy-to-use options based on recent reviews:

1. Top Specialized Apps (Best for Small Teams)

These tools focus strictly on PTO, making them intuitive and quick to set up.

• Vacation Tracker: Highly rated for small teams (<50), it allows employees to request time off in seconds via Slack, Microsoft Teams, or email.
• TimeOff.Management: A very simple, free tool designed for small teams to replace spreadsheets, providing a clear calendar view of who is out.
• Day Off: Offers a mobile-first approach, great for on-the-go managers and employees checking balances.

2. General HR/Scheduling Tools

If you also need to handle scheduling or payroll, these platforms include robust time-off tracking.

• Jibble: Offers free PTO tracking with custom accrual schedules.
• QuickBooks Time (formerly TSheets): Ideal if you already use QuickBooks, integrating PTO directly into payroll.

3. Basic "No-Cost" Solutions

If you have fewer than 5–10 employees and need to start tomorrow without a budget:

• Shared Google Calendar: Create a "Time Off" calendar that everyone can subscribe to.
• Google Sheets/Excel Template: Use a tracker to log hours, though this requires manual updates and is prone to errors as you grow.

Key Features to Look For:

• Employee Self-Service: Employees can see their own remaining balances.
• Calendar View: A shared view to prevent, for example, two people in the same department taking the same week off.
• Automatic Accrual: The system automatically adds earned time off, removing the need for manual calculations.

To help you choose, it would be useful to know:

• How many employees do you have?
• Do you currently use Slack, Microsoft Teams, or Google Workspace?
• Do you need this to connect directly to payroll?

For a small company needing a simple, low-cost or free system to track time off, specialized leave management tools are often better than spreadsheets because they allow employees to self-submit requests, track their own balances, and provide a shared calendar.

Here are the best, simple solutions for small teams (updated for 2026):

1. Top Specialized "Simple" Tools

• Vacation Tracker (Best Overall for Small Teams): Integrates directly with Slack, Microsoft Teams, or Google Workspace. It allows employees to request leave with one click, updates balances automatically, and has a very easy setup.
• Day Off (Best Mobile-First/Free Option): Excellent for small teams needing a free or low-cost app. It handles PTO requests, sick leave, and provides a clear shared team calendar, including mobile capabilities.
• TimeOff.Management (Best Free Simple Planner): A dedicated, straightforward tool designed to replace spreadsheets. It is free for up to 5 employees, allows employees to book leave, and provides a clear team calendar.

2. Tools You Likely Already Use

• Shared Outlook/Google Calendar: If you are already using Microsoft 365 or Google Workspace, you can create a shared "Time Off" calendar.
  • How: Employees create an "All Day" event.
  • Pros: Free, easy to see overlaps.
  • Cons: No automated balance tracking or easy approvals.
• HRIS/Payroll Add-ons: If you use QuickBooks Payroll, it has built-in PTO tracking.

3. Key Considerations for Simple Tracking

• First-Come, First-Served: Create a transparent policy, such as "First to request gets the time off" or a simple seniority-based system to avoid disputes.
• Centralized Calendar: Ensure all approved time off is visible to the whole team to manage coverage.
• What to Track: Ensure your chosen system tracks:
  • Employee name/department
  • Requested dates
  • Remaining balance (accruals)
  • Manager approval/denial record.

Recommendation: If you use Slack or Teams, start with Vacation Tracker . If you have a deskless team or want a simple mobile option, try Day Off.

To recommend the perfect fit, what is your approximate team size , and do you already use Slack, Microsoft Teams, or Google Workspace?

For a small company, I’d keep this system simple: employees submit requests, managers approve them, and everyone can see balances and upcoming absences. You can build it with a spreadsheet + form, or use lightweight PTO software. Common small-business systems focus on exactly these pieces: PTO balances, request/approval workflows, calendars, and reports.

Option 1: Simple DIY system (best for ~5–30 employees)

Use:

• Google Form (employee submits time-off request)
• Google Sheet (tracks balances and approvals)
• Google Calendar (shared vacation calendar)

Sheet structure

Employees tab

Requests tab

Workflow

1. Employee submits request:

   • Vacation / sick / personal / unpaid
   • Dates requested
   • Notes (optional)

2. Manager receives notification.

3. Manager chooses:

   • Approved
   • Denied
   • Needs changes

4. Approved requests:

   • Deduct PTO balance
   • Add to company calendar

Minimum rules to define

• How PTO accrues (monthly, yearly, anniversary date)
• Whether unused PTO carries over
• Who approves requests
• How far ahead employees should request vacation
• What happens if two people request the same dates

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Option 2: Use a small HR/time-off app

If you want less administration, look for:

• Employee self-service requests
• Automatic PTO balance calculations
• Approval history
• Team vacation calendar
• Payroll export (if needed)

Examples of tools in this category include MyTimeKeep, which combines PTO requests, approvals, balances, and reporting, and TimeTrakGO, which includes PTO tracking and attendance features.

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A good “small company” design

I’d create these roles:

Employee

• View PTO balance
• Submit request
• View approved time off

Manager

• Approve/deny requests
• See team calendar
• Prevent coverage conflicts

Admin/Owner

• Manage policies
• Adjust balances
• Run reports

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Simple approval statuses

Use only four:

• 🟡 Pending
• 🟢 Approved
• 🔴 Denied
• ⚪ Cancelled

Avoid overly complex HR workflows unless you have a large team.

If you want, I can also create a ready-to-use Google Sheets PTO tracker template or a simple web app design for this system.

For a small company needing a simple, low-admin system to track vacation and time-off requests, specialized cloud-based tools are often the best balance of affordability and efficiency. These tools eliminate manual spreadsheets and allow for automated tracking.

Here are the top recommendations based on your needs:

Top Recommended Tools for Small Teams

• Vacation Tracker: Highly recommended for teams already using Slack, Microsoft Teams, or Google Workspace, as it allows for easy in-chat requests. It offers a free plan for up to 10 users and paid plans starting around $1–$2 per user per month.
• Day Off: A free, mobile-friendly app that allows employees to submit time-off requests and enables managers to approve or deny them immediately, with automatic calendar updates.
• Leave Board: A good option for small teams (under 10 people) needing all features, such as automated leave management, calendar syncing, and self-service portals.
• Jibble: A highly-rated free PTO tracker that allows for tracking by hour or day and integrates with payroll.
• Shifts in MS Teams: If you already use Microsoft 365, this is free, built-in, and offers a visual calendar for tracking, avoiding the need for new software.

Key Features for Small Businesses

• Employee Self-Service: Allows staff to check their own balances and submit requests, reducing admin work.
• Shared Calendar View: Provides visibility into who is off, which helps avoid scheduling conflicts.
• Automated Accruals: Automatically calculates earned leave, removing manual spreadsheet work.

Alternative: Simple Spreadsheet
If you prefer not to use a dedicated tool, creating a shared Google Sheet or Excel workbook with columns for employee name, request date, type (PTO, sick), and approval status is a free, flexible option, though it requires more manual maintenance as you grow.

To help you choose the right tool, could you tell me:

• What communication platform does your team use (Slack, Teams, Email)?
• How many employees do you need to track?
• Do you need to track accrued time automatically, or just approved time off?

For a small company (5–50 employees), a shared spreadsheet is often the simplest solution. It requires no specialized software, is easy to maintain, and can grow with your business. Many organizations start with an Excel or Google Sheets tracker before moving to dedicated HR software as their needs become more complex.

A practical system could include three tabs:

A simple workflow is:

1. Employee submits a request.
2. Manager reviews availability on the team calendar.
3. Manager approves or denies the request.
4. If approved, update the employee's balance automatically using formulas.
5. The calendar updates to show who's out.

Useful spreadsheet features include:

• Drop-down lists for leave type and approval status.
• Automatic calculation of days requested.
• Remaining PTO calculated with formulas.
• Conditional formatting to highlight overlapping vacations or low PTO balances.
• Filter by employee or approval status.

If you'd rather use a ready-made solution instead of building one, there are free templates for Excel and Google Sheets, including:

• urlTeam Absence Excel Vacation Trackerturn0search0
• urlSimplyPTO Excel Tracker Guide & Templateturn0search7
• urlJotform Vacation Trackerturn0search2

If your company uses Microsoft 365 or Google Workspace, you can also add a simple request form (Microsoft Forms or Google Forms) that feeds directly into the spreadsheet, reducing manual entry while keeping the approval process straightforward.