Unlimited PTO tracker
for small teams.
Unlimited PTO removes the balance. It doesn’t remove the need to know who’s away, who’s covering, and what can wait.
How do you track unlimited PTO?
Record leave dates and approval status in one shared schedule, check overlapping absences and agree on cover before time off starts. Unlimited PTO tracking records time away without deducting an accrued allowance. Ample’s free spreadsheet is available now; the Ample product is accepting early-access requests.
| Person | Time off | Coverage plan |
|---|---|---|
| Alex | Monday to Friday | Sam covers customer escalations. |
| Sam | Friday | Find a second cover for Friday before confirming. |
Seeing the overlap is useful. Resolving it before people leave is the point.
Unlimited PTO in numbers
| Fact | Number | Source | Checked |
|---|---|---|---|
| US workers who say unlimited PTO should include a mandatory minimum | 91% | Patriot Software survey of 1,000 employed US adults, March 26, 2026 | October 26, 2026 |
| US workers who would take 15 days or fewer a year under unlimited PTO | 66% | Patriot Software, March 26, 2026 | October 26, 2026 |
| US Indeed job postings offering unlimited PTO | 2.9% in June 2025, down from 8.8% in March 2022 | Indeed news release, July 17, 2025 | October 26, 2026 |
| Average paid vacation days, US private industry, by years of service | 11 after 1 year, 16 after 5, 18 after 10, 20 after 20 | US Bureau of Labor Statistics, National Compensation Survey, March 2026 | October 26, 2026 |
Does unlimited PTO work?
It works when people can see the time off and the cover. Two-thirds of the workers Patriot Software surveyed said they would take 15 days or fewer under unlimited PTO. A fixed plan gives about that much anyway: the BLS average for US private industry is 11 days after one year and 16 after five. So unlimited does not mean more rest by itself, and 91% want a minimum written in. Three things close the gap: a stated minimum in the policy, one shared record of approved dates, and a named person covering each person’s work.
Is unlimited PTO a trap?
It can be, in three ways. With no minimum, people take less than a fixed plan would give them. With no shared record, nobody notices who hasn’t had a break. With no named cover, time off means coming back to a pile of work. Patriot Software’s survey shows the first one: 66% would take 15 days or fewer under unlimited PTO, about what the BLS average fixed plan gives after five years (16 days). The fix is the same three things the other way round: write a minimum into the policy, keep one shared record of approved dates, and name who covers each person’s work before they leave.
Does unlimited PTO get paid out when you leave?
It depends on the state, and few state sources address unlimited plans directly. In California, the Labor Commissioner says that at the end of employment “all earned and unused vacation must be paid” (California Labor Commissioner, vacation FAQ, checked October 27, 2026). The same office says an unlimited plan meets California’s sick leave record rule by showing sick leave as “unlimited” on the pay stub or written notice (paid sick leave FAQ, updated December 31, 2025). Neither page says whether unused unlimited PTO is owed at the end of employment. There is no federal rule: the US Department of Labor says the Fair Labor Standards Act does not require pay for time not worked, such as vacations. Check your own state’s labor department before you write the policy.
How do you track unlimited PTO?
Record requested and approved dates in one shared schedule, review overlapping absences, and agree who covers important work. An unlimited PTO tracker keeps a record of time away without subtracting days from an accrued allowance.
What should an unlimited PTO tracker record?
- Dates and leave type: a shared record of planned time off.
- Team coverage: who remains available when requests overlap.
- Approval status: a clear distinction between requested and confirmed leave.
- A handoff: what pauses, who owns urgent work, and where the relevant documents live.
Start with a free spreadsheet
Keep a shared leave log with dates, weekday totals, approval status and named cover. Our free PTO tracking spreadsheet for Excel and Google Sheets works without an Ample account and does not calculate accrued balances.
See the dates and prepare the handoff
For a month at a glance, use the free team vacation calendar to review overlapping absences and name a covering teammate. It works separately from the spreadsheet, so keep one agreed record of approved dates.
If your team also needs request and handoff forms, the free team time-off kit bundles those templates with the Excel tracker in one download.
How Ample fits
Ample is accepting early-access requests for a shared leave schedule, coverage reviews and handoffs. Use the free resources today while you explore the planned workflow. Ample is designed for unlimited-PTO teams; it does not calculate accruals or carryover.
Try the free resources with one team
- Add the people whose absences affect one another.
- Record the next two weeks of planned leave.
- Check overlaps and agree on cover.
- Use the next real leave request to test the workflow.
Is Ample right for us?
It is a fit for startup teams that need a clear schedule and handoffs without an entire HR system. If you need accrued balances, payroll integration, or enterprise SSO, evaluate those requirements before switching. Slack delivery and Google Calendar sync are planned.
Free for up to five people. See current pricing.
Writing the policy itself? Start from the unlimited PTO policy template with minimum days, which sets a floor on time off and says how managers check it.
Comparing tools? See the best PTO tracker for small remote teams, a dated comparison of price, free tiers, Slack, coverage and approvals.
Before someone leaves, list every responsibility and its covering owner in the vacation coverage plan template.