Vacation Tracker Template (Excel)

What is in this template

The workbook has a Balances sheet, a Requests sheet and a How to use tab. It is for small businesses and teams that track time off in a spreadsheet.

Balances

List up to 30 employees with their annual days and any days carried over. The sheet calculates total available, vacation days approved, days pending and days remaining. Remaining turns red if someone goes below zero. Under the table you get the number of employees, total approved days and total pending days. A chart compares days available with days approved for each person.

Requests

One row per request: employee (drop-down from the Balances list), first day, last day, type (Vacation, Sick, Personal or Unpaid) and status (Approved, Pending or Denied). Working days are counted automatically between the two dates, Monday to Friday, with both ends included. Only approved Vacation counts against the balance. Pending Vacation is shown separately.

How to use

Steps with links to both sheets.

The sample data

Five made-up employees have 97 days available between them, including 6 carried over. Approved vacation totals 30 days and 5 days are pending. Maria L. has 22 days available, 5 approved and 17 remaining. Aisha R. has a sick request that is not counted against her vacation. Replace the sample with your own staff and dates.

How to use it

1. Enter the year, then each employee with annual days and carryover.
2. Add each request with the first and last day, type and status.
3. Change a request from Pending to Approved when it is approved.
4. Check the Balances sheet to see who has days left.
5. Start a new copy each year and carry unused days over according to your policy.

Tips

• Working days count Monday to Friday only and do not remove public holidays. Adjust a request if one falls inside it.
• Check the policy on carryover before you type it in. It differs between employers.
• Keep sick and personal leave in the list for a full record. They do not use vacation days here.
• Share a read-only copy so people can see their balance.

Leave rules vary by place and by employer. Set the allowances according to your own policy and local law.

Frequently asked questions

More free tools: All free calculators · Timesheet template · Work schedule template · How to track employee vacation days