It started with a simple, recurring question:
“Hey, can someone tell me my PTO balance?”

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For more information on CloudApper hrPad for UKG visit our page here.

The employee had searched through UKG but couldn’t find it. She wasn’t alone. Over the next few weeks, more employees — especially part-time or contract staff — began reporting the same issue. Their PTO balance existed in the system, but it wasn’t visible to them. And that’s when the HR team realized this wasn’t just a minor tech glitch — it was a visibility gap that needed a better solution.

The Visibility Gap: When Access to PTO Data Isn’t Equal

The team quickly realized this wasn’t a one-off issue. Dozens of employees across multiple locations were unable to view their PTO accruals. Some were contract employees, others were in roles excluded from the system’s default permissions.

The Visibility Gap When Access to PTO Data Isn’t Equal

While UKG had the data internally, it wasn’t designed to display external PTO balances to these employee groups. This created a constant stream of questions — and frustration — for everyone involved.

Employees were:

  • Unable to plan vacations or personal time confidently

  • Reaching out to supervisors or HR for balance checks

  • Feeling left out of basic HR self-service functionality

HR was stuck managing PTO requests manually and responding to redundant queries that the system should’ve handled.

The Search for a Simpler Solution

The team considered several options:

  • Rebuilding permission logic in UKG — time-consuming and expensive

  • Creating a secondary portal — redundant and not user-friendly

  • Outsourcing custom development — risky and costly

Ultimately, they discovered a simpler approach with CloudApper hrPad.

What They Did Differently with CloudApper hrPad

CloudApper hrPad is a tablet-based self-service solution that works alongside UKG. Instead of replacing their HCM system, they extended it — delivering the missing functionality at the point of need.

They installed Android and iPad-based kiosks at each location. Employees could walk up, authenticate using a PIN, QR code, or facial recognition, and instantly view their external PTO balance — even if UKG didn’t allow them to see it directly.

It was a seamless experience that required no major changes to their core system.

More Than Just PTO Access

Once the hrPad kiosks were in place, the HR team expanded their use to provide other self-service features:

  • Viewing schedules and timecards

  • Logging missed punches

  • Submitting time-off requests

  • Accessing job referrals and sharing open positions via SMS

  • Using a 24/7 AI-powered HR assistant for common questions

What began as a PTO visibility issue became a broader opportunity to improve the overall employee experience.

The Outcome: Time Saved, Trust Earned

Within a month of deployment:

  • PTO-related inquiries dropped significantly

  • Employees reported higher satisfaction with self-service tools

  • HR reclaimed valuable time to focus on strategic initiatives

  • Compliance improved with built-in attestations and tracking

Just as importantly, employees felt more empowered. They no longer had to rely on guesswork or wait for a response. They had direct access to the information that mattered — including their external PTO balances.

Final Thoughts

If your organization is struggling to provide PTO transparency for specific employee groups, you’re not alone. Many systems weren’t built to accommodate today’s flexible workforce models.

But you don’t have to start from scratch.

CloudApper hrPad proved to be a practical, cost-effective way to deliver external PTO balance visibility and much more without rebuilding the HCM infrastructure.

For this HR team, a simple change made a measurable impact. And it all started with one employee asking the right question.