An eight-hour schedule
2 days = 16 hoursMaya’s two full scheduled days are 16 hours. If she later requests only a morning off, enter the actual scheduled hours for that morning.
Available hours and the changes behind them
PTO tracking that shows what is left
See credited hours, approved time off, and the amount still available for each employee. Follow the records behind the balance when a request changes.
Sign in to preview. Install with sample data to try your own requests and decisions.
A balance should come with an explanation
If an employee asks “Why do I have six hours left?”, the answer should point to records—not to a number someone typed into a summary.
Leah Morgan · PTO account
24 hCredited
−18 hApproved bookings
=6 hAvailable
The example account has a 24-hour opening allocation. One approved request books three six-hour days. The remaining six hours come from those two sources. A separate sick-time account is not included.
Illustrative sample data. These amounts are not a leave entitlement recommendation.
Which events change available PTO?
| Event | Effect on available hours | Record to inspect |
|---|---|---|
| Opening allocation approved | Adds the posted hours | Allowance adjustment linked to the employee’s account |
| Request submitted or returned | No deduction | Pending request and any correction history |
| Request approved | Subtracts the approved booking | Original request and recorded manager decision |
| Request rejected | No deduction | Rejection and its explanation |
| Cancellation approved | Restores the original booked hours | Cancellation linked to that request |
| Cancellation rejected | Keeps the original deduction | Unchanged booking plus the rejected cancellation |
The account calculation reads posted allocations and current bookings across linked records. An already-open form can show the balance from when it loaded: refresh it before reviewing another request.
Use hours when working days are not equal
A six-hour schedule
3 days = 18 hoursLeah works six hours per day. Treating every day as eight hours would overstate this request by six hours.
A shorter Friday
Friday = 4 hoursAva’s Friday is shorter than her Monday–Thursday schedule. Use her work pattern when checking a request that includes Friday.
Dates describe when someone is away. Scheduled hours describe how much allowance the booking uses. The example does not automatically subtract weekends, holidays, or breaks.
Find the reason for a disputed balance
- The available amount looks too low
- Check for an approved booking whose cancellation is still pending. Asking to cancel does not yet reverse the booking.
- An allocation seems to be missing
- Open its adjustment record. Draft or unfinished adjustments are not posted credits. Confirm that it points to the same employee, leave category, and period.
- A new approval does not match an open form
- Refresh the account view. Then inspect the booking itself and confirm the updated amount before approving more time.
- Two managers are reviewing requests together
- Have one reviewer decide requests against the same account in order. The app checks the balance at approval, but two decisions made at exactly the same time are not guaranteed to reserve hours separately. Refresh the account between decisions.
See how the approval and cancellation decisions affect these records →
Allocation tracking and automatic accrual are different jobs
An administrator records the hours granted to each employee. Approved adjustments add or subtract hours when that allowance changes. This app does not automatically earn leave each pay period, prorate a new starter’s allowance, expire carryover, or calculate a payout. Choose a tool with those rules built in if they are central to your policy.
Compare tools for accrual and policy rules →Keep the account structure, change the policy details
A business administrator can add a leave category, create the next policy period, adjust the work-pattern notes, and assign the account reviewer. Keep each period separate so an adjustment for the new year cannot silently change last year’s balance.
The demonstrated cross-record calculations and automations require the relevant Jodoo features. Check the plan limits before moving from evaluation to daily use.
Start with the Excel leave tracker →Keep time away separate from hours worked
A PTO account explains agreed time off. A timesheet explains work performed. Reconcile the definitions before combining the two in reporting or payroll.
Manage worked-hour periods and timesheet approvals →PTO balance questions
Can vacation and sick time have separate balances?
Yes. The example has separate accounts for PTO and sick time for each employee. Every request selects one account, so a PTO approval does not deduct from that employee’s sick-time balance.
Can I track PTO in days instead of hours?
You can adapt the app, but choose one consistent unit for each account and its transactions. The supplied example uses hours because part-days and different work patterns make a single days-to-hours conversion unreliable.
How should I carry unused time into another year?
Create the new account period and post the approved carryover amount as an adjustment, following your policy. This example does not automatically decide how much can carry over or when it expires.
What happens if a cancellation is rejected?
The original booking continues to count against the account. In the sample, Maya’s four-hour booking remains after its cancellation is rejected. The rejected cancellation is still available in the history.
Can I start in Excel and move to the app later?
Yes. The downloadable tracker uses separate account keys and request rows, with hours as the common unit. Before moving records, reconcile opening credits, approved requests, and canceled bookings so you do not import the same deduction twice.