Absence Tracking

Learn about absence tracking and how it helps businesses manage employee leave, ensure payroll accuracy, and maintain compliance.

By Alla Chernets

Absence Tracking

Why absence tracking is improtant?

Accurate vacation management fosters mutual understanding between a company and its employees. Managers can plan work, maintain productivity, control costs, ensure compliance, and support employee wellbeing. By tracking PTO, they can make sure employees take adequate time off and monitor absenteeism, while also accurately compensating them for worked hours and paid leave. Employees, in turn, can easily view their PTO accrual and usage.

Common methods of absence tracking

To ensure productivity and effective workforce management, companies use different methods to track absences. These include:

  • Manual logs or spreadsheets for basic record-keeping.
  • HR software or HRIS systems that automate tracking of attendance, PTO, and sick leave.
  • Time-tracking tools like TMetric or Clockify that track work hours and absences automatically.
  • Biometric systems such as fingerprint or card-swipe scanners.
  • Calendar-based tracking using shared team or Time Off Calendars to manage planned and unplanned leave.

How It Works in TMetric

Tracking employee time off becomes easier with TMetric. In just a few simple steps, you can monitor and calculate your company’s vacation time efficiently.

1. Add a time-off policy.

Time Off Policies

2. Add members to the policy.

3. Employees request time off under this policy.

Time Off Requests

4. Managers review and approve requests.

5. Track time off on the Time Off Balances page and in the Time Off Calendar.

Time Off Calendar

6. Payroll is automatically calculated, taking approved time off into account.

Projects Summary Report

What are the benefits of automated absence tracking app?

Managing absences manually can be time-consuming and error-prone. An absence tracking app automatically records and manages employee time off. Here are five key benefits of using an automated absence tracking app:

  1. Saves time by removing manual tracking.
  2. Improves accuracy in leave balances and payroll.
  3. Gives transparency for both managers and employees.
  4. Supports planning with real-time team availability.
  5. Ensures compliance with labor laws and company policies.

Frequently Asked Questions about Absence Tracking

What types of absences are typically tracked?

Here are the types of absences typically tracked in organizations:

  • Vacation / Paid Time Off (PTO) – Planned leave for rest, holidays, or personal time.
  • Sick Leave – Time off due to illness or medical appointments.
  • Unpaid Leave – Leave taken without pay, often for personal reasons.
  • Maternity / Paternity / Parental Leave – Time off related to childbirth or adoption.
  • Bereavement Leave – Leave due to the death of a family member.
  • Unplanned / Emergency Absences – Unexpected absences, such as emergencies or sudden illness.

Is absence tracking required by law?

Absence tracking isn’t always legally required, but it’s often needed to comply with labor laws, payroll rules, and company policies.

What’s the difference between absence tracking and attendance tracking?

The main difference lies in the meaning of the terms: 'absence' refers to time off, while 'attendance' refers to time spent at work.

  • Absence tracking monitors when employees are not at work, including vacation, sick leave, and other time off.
  • Attendance tracking monitors when employees are present at work, including start/end times, breaks, and hours worked.

How does absence tracking affect payroll?

Absence tracking affects payroll by adjusting pay for time not worked. Unpaid leave reduces pay, while paid leave is accounted for correctly. This ensures employees are paid accurately and helps maintain compliance.