Answer
How to track employee time off in a small team
Write one time-off policy, let balances accrue on a schedule instead of by hand, have every request go to one person who approves it, and keep a shared view of who is out. A spreadsheet can hold balances but cannot accrue them or route a request, which is where small teams lose track. LVL Up Performance holds the policy, accrues each person's balance on the schedule you set, routes requests for approval, and shows who is out on any day.
How it works
A policy with an accrual rule
Set how time off is earned: a fixed amount each pay period, per hour worked, monthly, or as a lump sum for the year. Add a maximum balance and a carryover rule if your policy has them. Balances then update on their own.
Requests that someone approves
Staff request time off in the app. The request goes to the person who approves time off, and the record keeps who approved, rejected or cancelled it and when.
Who is out
A shared view shows who is out today and in the days ahead, so the schedule is built around approved time off rather than discovered on the day.
Balances people can see
Each person sees their own balance and history, which removes the most common question an office manager answers.
Where we are the wrong answer
LVL Up is not payroll: it does not pay out time off or calculate wages, and it does not apply any state's or city's leave law for you. The accrual rule is the one you enter, so check it against the rules where your staff work. If you need payroll with built-in leave compliance, a payroll provider is the right tool, and LVL Up sits beside it.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
Time off, people records and documents are included on every plan; Team covers up to 25 people.
- • Performance reviews & 360° feedback
- • Goals & progress tracking
- • Structured 1:1 meetings
- • Pulse surveys & eNPS
- • Recognition & team directory
- • Standard reporting
- • Included people records, PTO & documents
- • License and certification expiry alerts
- • AI coaching (100 requests a month)
- • Founder-led email support
No credit card. The trial runs on Growth so you can see everything; pick Team when it ends.
Getting set up
- Write down the policy you already follow: how much time per year, how it is earned, any cap or carryover.
- Enter it as the time-off policy and add each person's starting balance.
- Tell staff to request time off in the app from now on, and name who approves.
- Check the who-is-out view when you build next week's schedule.
Common questions
What is the easiest way to track PTO for a small business?
One written policy, balances that accrue automatically, and requests that go to one approver. HR software does the accrual and routing a spreadsheet cannot. LVL Up Performance includes it on every plan, from $29/month for up to 25 people.
Can PTO accrue per hour worked?
Yes. A policy can accrue per pay period, per hour worked, monthly, or as a yearly lump sum. Our free PTO accrual calculator shows the per-hour rate for any yearly allowance.
Does LVL Up handle state paid sick leave rules?
No. It applies the accrual rule, cap and carryover you set. It does not know or enforce any state's or city's leave law; check those rules and set the policy to match.
Does it connect to payroll?
It is not a payroll system and does not pay out time off. Balances and approved time off live in LVL Up; payroll stays with your payroll provider.