How to Track PTO in ClickUp

Managing paid time off in ClickUp helps you organize vacation, sick leave, holidays, and remote days in one efficient workspace so your team always knows who is available.

This how-to guide walks you through creating a complete PTO tracking system using views, fields, automations, and templates based strictly on the features highlighted in the ClickUp PTO tracking overview.

Why Use ClickUp for PTO Tracking

Before you build your process, it helps to understand why ClickUp is a strong option for PTO management compared to manual spreadsheets or scattered tools.

• Centralized: Keep all PTO requests, approvals, and records in one workspace.
• Flexible: Customize statuses, fields, and views for your policies.
• Automated: Reduce manual work with rules, templates, and reminders.
• Transparent: Give managers and teammates clear visibility into who is off and when.

Following the steps below, you will configure a simple but powerful PTO system inside ClickUp that can grow with your team.

Step 1: Create a PTO Space in ClickUp

Start by building a dedicated area where your PTO data will live.

1. In ClickUp, click the + icon to create a new Space.

2. Name it something clear, like Team PTO & Time Off.

3. Choose a color and icon that staff will easily recognize.

4. Limit access if you only want HR and managers to edit PTO details while keeping requests visible to the rest of the team.

Creating a dedicated PTO space in ClickUp keeps time off data separate from project tasks but still tightly connected through shared views and dashboards.

Step 2: Add a PTO List and Task Structure in ClickUp

Within your PTO space, you will use a list to store all time off requests as tasks.

1. Inside the new space, create a List named PTO Requests.

2. Decide how you want to structure tasks:

   • One task per PTO request (recommended).
   • Optional: one parent task per employee with subtasks for each request.

3. Set clear task statuses, such as:

   • Requested
   • In Review
   • Approved
   • Declined
   • Completed (for past time off)

This structure lets ClickUp function as a complete PTO tracking database where every request has its own record and history.

Step 3: Configure Custom Fields in ClickUp

Next, add custom fields so each PTO task in ClickUp captures the exact information your HR policies require.

1. Open the PTO Requests list and click + Add Custom Field.

2. Create fields such as:

   • PTO Type (Dropdown: Vacation, Sick, Personal, Holiday, Work From Home).
   • Start Date (Date field).
   • End Date (Date field).
   • Total Hours or Days (Number field).
   • Manager Approval (Dropdown: Pending, Approved, Declined).
   • Reason (Optional) (Text field).

3. Mark any required fields so team members cannot submit incomplete PTO requests.

These custom fields turn ClickUp into a structured PTO tracker that can be filtered, sorted, and reported on with precision.

Step 4: Build PTO Views in ClickUp

Views organize the same PTO data in different ways. ClickUp makes it easy to switch from list to calendar to board layouts so each stakeholder can see what they need.

Create a List View in ClickUp

1. Make sure you are on the List layout in the PTO Requests list.

2. Show key columns: Assignee, PTO Type, Start Date, End Date, Total Days, Manager Approval, and Status.

3. Save this configuration as All PTO Requests so HR and admins have a complete overview.

Create a Calendar View in ClickUp

1. Click + View and select Calendar.

2. Set the date source to use the Start Date and End Date fields.

3. Name the view PTO Calendar.

4. Use color-coding based on PTO Type or Status to quickly scan who is off.

With this calendar, ClickUp becomes your visual PTO planner, helping managers avoid scheduling conflicts and coverage gaps.

Create a Board View in ClickUp

1. Add another view and choose Board.

2. Group tasks by Status so requests move from Requested to Approved and Completed.

3. Name this view PTO Workflow.

The board view in ClickUp acts like a PTO pipeline, giving HR a clear snapshot of where every request stands.

Step 5: Design a PTO Request Form in ClickUp

Instead of asking employees to create tasks manually, build a request form that automatically generates tasks in your PTO list.

1. In the PTO Requests list, click + View and select Form.

2. Drag in fields such as:

   • Employee Name or Assignee.
   • PTO Type.
   • Start Date and End Date.
   • Total Hours or Days.
   • Reason for Request.

3. Map each form field to the matching custom field in ClickUp.

4. Set the default task status for new submissions to Requested.

5. Share the form link with your team or embed it in your intranet or HR portal.

Using forms ensures every PTO request in ClickUp is consistent, complete, and easy to review.

Step 6: Automate PTO Workflows in ClickUp

Automations in ClickUp reduce repetitive work for HR and managers by triggering actions when requests change.

1. Open the PTO Requests list and click Automations.

2. Add helpful rules, such as:

   • When status changes from Requested to Approved, then notify the requester via comment or email.
   • When a form is submitted, then assign the task to the requester’s manager for review.
   • When End Date passes, then change status to Completed.

3. Test each automation in ClickUp with sample tasks to confirm it behaves correctly.

Proper automations turn ClickUp into a semi-automatic PTO tracking system that minimizes missed approvals and manual updates.

Step 7: Track PTO Balances in ClickUp

While the platform focuses on tasks and views, you can still approximate PTO balance tracking in ClickUp.

• Per-employee lists or tasks: Keep a dedicated task for each employee with custom fields for annual allowance, used days, and remaining balance.
• Roll-up views: Use filtered list views or dashboards to see totals per employee or per team.
• Tags or labels: Differentiate billable, non-billable, or special PTO categories.

Combine these techniques to turn ClickUp into a basic PTO ledger while still using your main list for day-to-day requests.

Step 8: Build Dashboards in ClickUp

Dashboards help leaders and HR see time off patterns and capacity at a glance.

1. Create a new Dashboard from the sidebar in ClickUp.

2. Add widgets such as:

   • Calendar widget showing the PTO Requests list.
   • Tasks by Status pie chart for Requested, Approved, and Completed PTO.
   • Tasks by Assignee to identify employees with heavy or light PTO usage.

3. Share the dashboard with managers so they can plan resourcing with accurate data.

With the right widgets, ClickUp dashboards become your PTO command center, surfacing the information leaders need without exporting spreadsheets.

Step 9: Save a PTO Template in ClickUp

Once your PTO tracking system is configured, save it as a template so you can reuse it across departments or organizations.

1. Open the PTO Requests list in ClickUp.

2. Click the list settings menu and choose Save as Template.

3. Name it something like PTO Tracking Template and include statuses, custom fields, views, and automations.

4. Share the template with your workspace so others can roll out the same structure quickly.

This approach lets you standardize PTO tracking in ClickUp while still allowing each team to tweak the template for local rules.

Step 10: Roll Out Your ClickUp PTO Process

With your system ready, introduce it to your organization in a structured way.

• Publish a short guide or video showing how to submit PTO requests in ClickUp.
• Clarify response time expectations and approval rules.
• Run a pilot with one team, then refine the process before scaling.
• Encourage feedback so you can adjust fields, views, and automations.

Over time, you can expand the same approach to other HR workflows—such as onboarding checklists or performance review cycles—using ClickUp’s flexible workspace model.

Next Steps and Additional Resources

To go deeper into feature details, review the original overview at ClickUp PTO tracking software. For broader process optimization, you can also explore consulting resources such as Consultevo to integrate your workspace with other HR and operations tools.

By following these steps, you now have a complete, reusable framework to track PTO in ClickUp, giving your team clarity, automation, and reliable records for every time off request.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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