Employee Leave Tracker Excel Template
Leave planner spreadsheet. Track the absence of your employees with printable dashboards. No more mysterious empty desks. All in Excel!
Whether it’s a small or large organization, vacation and leave management should be handled with proper documentation and planning ahead. So, doesn’t it sound great to have a master file where you can log and track employee leaves plus execute analysis for senior management? Just get going with our Leave Tracker Excel Template!
Leaving you no room to make mistakes, this file will be a life-saver for any HR professional and/or manager! You can record multiple leave types, define entitlements per employee, and analyze the current absence balance as well as remaining holidays.
Leave Tracker Excel Template Main Features
Designed to register and then track the absence days of the employees, our Excel Vacation Planner includes four main parts. These are:
- Dashboard & Settings
- Employee List & Annual Entitlements
- Leave Registration
- Output sections
Furthermore, the Team Tracker, Employee Tracker and Absence Calendar are the three output sections of the Employee Leave Tracker.
1. Dashboard & Settings
The Dashboard of the Excel template has both the navigation buttons and the setting options. So you can easily use the buttons to move around the different sections and sheets of the Employee Leave Tracker. And the settings are the base setup for the whole template, as your input here will be used throughout the template.
The settings section include input area for holidays, departments and leave types. In addition, you may easily use the dropdown options for choosing the relevant year, workdays and carry-overs.
In general, the settings input area has 50 available rows for holidays and departments. After finishing your input here, you can select “Yes” for defining official workdays. Similarly, the days with “No” option will be regarded as non-working days.
Holidays table is the section where you will input holidays. The template will exclude the holidays here from the yearly entitlements of the employees. There is also a section for department dropdown menus. Thus, the user will input “No” for the non-working days of the week.
The colored area is for the user to input leave types. You can define up to seven different leave types. If you wish the unused entitlements to be carried to the next year, please click “Yes” on ‘Carry Over to Next Year?’ setting. Last but not least, the starting year will be the first year of your 10-year period Vacation Planner.
2. Employee List & Annual Entitlements
After defining Leave Tracker settings, the user will input the employee list and define annual entitlements for each employee and each leave type. Each year has an independent list, which the user may go from the upper side buttons.
Please write down employee names and select departments in the “Employee List” sheet. Optionally you may also include notes for each employee. Please note that the list of departments you see here are the ones you define in the previous Settings section.
Once you define your employees, you will fill in the “Annual Entitlements” sheet. In this section, year, employee name and department columns will display automatically. All you have to do is define the annual allowances in days. Remember you can also fill the table by copy-pasting as values.
Once you finish completing your input for one year (defined ‘starting year’ in the settings section), simply use the year buttons at the top of the Annual Entitlements section.
3. Leave Registration
Being one of the main sections of the Employee Leave Tracker, ‘Leave Registration’ is where you will log the employee vacation requests. You will input the each staff leave in this table so the template can make the calculations and present output sections.
After selecting employee name and leave type from the pre-defined dropdown options, the user will input “First Day of the Leave”. The blue area is dynamic. The user may change the order of Day/Month/Year with dynamic dropdowns. Following that you’ll enter the number of leave days and select whether or not they’re compensated. If “Yes” is selected for compensation, then this leave will not be deducted from the annual entitlements.
4. Output Sections of Excel Leave Tracker
There are three dynamic outputs of the Employee Leave Tracker & Vacation Planner: Team Tracker, Employee Tracker, and Absence Calendar
4.1 Team Tracker: This is the first output sheet of the staff holiday planner and it lets managers track all the employee leaves at a glance. Just by selecting the year and the month from the filters! For users interested in seeing two successive months, just click the plus ‘+’ sign on the right-top corner.
4.2 Employee Tracker: This section gives the user a personnel-based analysis. Basically, you can track all the absence days in a year with color-coded leave types. Furthermore, the Employee Card gives an idea about the remaining days of the year. And the monthly absence breakdown gives the total amount of absent days per year. The user can use the filter “Leave Type” to narrow his analysis.
4.3 Absence Calendar: Here you may clearly see the absent people of each day within a month. As the user, you may narrow the analysis with year, month, department and leave type filters. So, if you do not want to see the non-working days of the week, you can select “No”.
The absent people may be shown by Name/Name-Leave Type or Name-Department. Please note that you can see up to 10 absent people each day and you may see the next month with the plus (+) sign on the bottom left.
Leave Tracker Excel Template Features Summary:
- Annual leave planner and tracker
- Customizable staff holiday manager
- Dynamic analysis included
- Informational notes included
- No installation needed, ready-to-use
- Works both on Mac and Windows
- Compatible with Excel 2010 and later versions
- Does not include any VBA code or macros