Charitable Organization in NY Sees 67% Time Reduction in PTO Approval Using CloudApper’s UKG/Kronos Time Clock

Managing paid time off can get messy fast, especially when hundreds of employees work across multiple locations. A large New York-based charitable organization was facing that exact problem. Keeping track of who was out sick, on vacation, or taking casual leave took hours every week. Emails piled up, spreadsheets grew longer, and PTO requests often got lost in the shuffle. That is when the organization turned to CloudApper AI TimeClock, a solution that automates PTO management and integrates directly with UKG Pro WFM. Within weeks, they transformed their slow and manual PTO approval process into a smooth, efficient workflow, saving nearly 67% of the time it used to take.

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

The Challenge: Inefficient PTO Management

1. Manual and Time-Consuming Process

For years, the organization handled PTO requests the traditional way. Employees sent emails to their supervisors, managers logged them in a spreadsheet, and HR tried to keep track of everything in between. With several facilities across New York, the process became frustrating and confusing for everyone involved.

2. Overlapping Requests and Delayed Decisions

When multiple employees in the same department requested time off on the same day, managers had to dig through long email threads to see who asked first. The lack of visibility made it hard to coordinate schedules, leading to delays in PTO approval and confusion about availability.

3. Lack of Central Visibility

HR spent hours reconciling data from multiple sources just to figure out who was available to work. Without a single source, the team constantly faced communication gaps and scheduling conflicts.

4. Disconnected PTO Management System

Although the organization already used UKG Pro WFM (formerly UKG Dimensions) for scheduling and payroll, its PTO management process remained isolated. What they needed was an automated system that could integrate seamlessly with UKG and eliminate the manual steps slowing them down.

The Solution: CloudApper AI TimeClock Simplifies PTO Management

That is where CloudApper AI TimeClock came in. The organization discovered that this time clock could do far more than record punches. It also had a built-in PTO Request feature designed to automate and centralize PTO management.

How It Works

• Employees tap “Request PTO”: They access the module directly from the AI TimeClock at their worksite.

• Quick facial verification: The system identifies the employee instantly for accuracy and security.

• Enter PTO details: Employees provide start and end dates, reason, and any notes.

• Instant UKG integration: The request syncs with UKG Pro WFM in real time.

• Manager approval: Supervisors receive immediate notifications to approve or deny requests.

• Automatic updates: Once approved, the PTO data appears instantly in the schedule and payroll system.

This new workflow replaced dozens of back-and-forth emails. Managers no longer had to chase approvals or manually enter data. The entire PTO approval process became faster, cleaner, and far less stressful for everyone involved.

The Results: Efficiency and Employee Satisfaction

After a few weeks of using CloudApper AI TimeClock, the difference was easy to see. The charity’s HR team could now manage requests across all locations from a single dashboard. Managers reviewed and approved requests within minutes instead of hours, and employees appreciated the clarity and speed.

This shift in PTO management didn’t just save time; it improved morale. Employees felt heard because their requests were handled quickly and fairly. Managers could plan staffing better, and HR finally had clean, real-time data without chasing updates.

Key Benefits

• Faster Approvals: The organization reduced PTO management time by 67%, freeing managers to focus on operations.

• Improved Accuracy: Real-time sync with UKG Pro WFM ensures every approved request is logged instantly and correctly.

• Simplified Workflow: No more email chains or spreadsheets—just one unified system.

• Higher Employee Satisfaction: Quick and transparent PTO approval builds trust and keeps employees motivated.

The simplicity of this process has now become one of the charity’s biggest HR wins. What started as a time-saving tool quickly turned into a major boost for team satisfaction and organizational efficiency.

Conclusion

This case shows how automation can make a simple but significant difference. By adopting CloudApper AI TimeClock for PTO management, the charitable organization eliminated bottlenecks, saved time, and improved transparency.

Automating PTO approval is not just about speed—it is about giving employees and managers the tools they need to work smarter and communicate better.