Summer is here—and with it comes a wave of PTO requests. Whether it’s for a family road trip, a beach getaway, or a staycation, your team deserves time to recharge. But for managers, this season can be tricky. How do you keep track of who’s in and out without disrupting productivity or overloading the rest of the team?
At TLitrich Solutions, we know that effective vacation tracking is a critical piece of workforce planning. Here are a few tips and tools to help managers stay organized and ensure the office stays running smoothly—even when half the team is on the beach.
1. Use a Centralized Vacation Calendar
Transparency is key. A shared calendar helps everyone—from team leads to coworkers—know who’s out and when.
Tools to try:
- Google Calendar: Set up a shared team calendar labeled “PTO & Out of Office.” Let employees add their planned time off with dates and notes.
- Microsoft Outlook Shared Calendar: Syncs directly with Outlook OOO replies and Teams statuses.
- Teamup or Calendly: Simple, dedicated scheduling platforms great for small to mid-sized teams.
2. Automate Time-Off Requests and Approvals
Ditch the sticky notes and email chains. Use automated workflows to streamline the approval process and avoid miscommunication.
Recommended tools:
- BambooHR, Zenefits, or Gusto – These HR platforms allow employees to submit PTO requests digitally, and managers can approve or deny with a click.
- ClickUp or Asana – For smaller teams, add a “Time Off Request” form or task template within your project management tools.
3. Keep a Staffing Coverage Checklist
Before approving time off, make sure critical roles are covered. Create a simple checklist or planning grid to ensure you’re not short-staffed in key areas.
Consider:
- Who else is out during this time?
- Are client deadlines affected?
- Do we need temporary coverage or cross-training?
4. Communicate Clearly and Early
Encourage your team to request time off with as much notice as possible. Add vacation planning reminders to monthly check-ins or team huddles.
Tip:
Set a deadline for summer PTO requests (e.g., all July/August requests submitted by June 15), so you can assess the big picture early.
5. Sync with Payroll and HR Systems
Vacation tracking shouldn’t be siloed. Sync time-off records with payroll and HR compliance systems so balances, accruals, and legal requirements are handled automatically.
Integration-friendly tools:
- ADP, Paychex, or QuickBooks Time
- Rippling or Justworks for startups and small businesses
6. Track Trends to Plan Ahead
Review PTO data quarterly to spot patterns and plan for high-absence seasons. This helps with long-term workforce planning, hiring, and team performance management.
TLitrich Pro Tip: Create a PTO Policy That’s Clear and Fair
Make sure your employee handbook outlines:
- How and when to request PTO
- Maximum days off at once
- Rules around holidays and overlapping requests
- Expectations for coverage or handoff procedures
Final Thought:
Tracking vacations shouldn’t be a headache. With the right tools and a proactive approach, you can keep your team well-rested and well-staffed.
Need help reviewing your current PTO process or selecting the best vacation tracking tool for your team?
TLitrich Solutions is here to help. Let’s make your workplace more efficient, compliant, and people-friendly.