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Employee Leave Tracker Excel Template

4.57 (14 reviews)

Leave planner spreadsheet. Track the absence of your employees with printable dashboards. No more mysterious empty desks. All in Excel!

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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:

  1. Dashboard & Settings
  2. Employee List & Annual Entitlements
  3. Leave Registration
  4. 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.

Note: The ‘Next Working Day’ column is calculated automatically. Please do not manually enter data in this area.

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

Employee Leave Tracker is a ready-to-use Excel Template and provided as-is. If you need customization on your reports or need more complex templates, please refer to our custom services.


Watch the video below to see the template in action! Presentation also includes usage notes, explanations and tips & tricks about the template.



14 reviews for Employee Leave Tracker Excel Template

  1. Marlie

    HR team in aviation. We don’t carry unused vacations to next year. Is there any way to do this?

    • Someka

      Hi Marlie,

      Yes, of course. Just select “No” from the dropdown menus for the carry-over option. You can arrange a carry-over option separately for each leave type.


      Hope this helps!

  2. Natalia T.

    it is very good to be able to determine public holidays according to our country in the dashboard section.
    this always worried me when I use ready products. so it’s very nice of that you think about showing this flexibility.
    the option to set the workdays is nice too.

  3. Mustafa Maddox

    Hi team, I have 120 employee in my company not sure if I can use this file for all of them

    • Someka

      Hi Mustafa,
      Yes, this template lets you to input up to 500 employees.

  4. Janice Raymond

    how to see all the months in the Team Tracker?

    • Someka

      Hi Janice,
      The Team Tracker gives you a monthly view of all your employees. If you want, you can see two successive months by clicking on the plus (+) sign at the right above corner. This will open the next month’s leaves.


      Hope this helps!

  5. Elizabeth S. Miller

    hard to enter one by one I wish the official holidays were automatic?

    • Someka

      Hi Elizabeth,
      You’re right, it might be somehow time-tacking to input your banking holidays. But as our templates are for all our users all over the world, and considering that official holidays change according to countries and sometimes according to company policies, our template has a flexible list to be filled for national holidays. But we’ll of course think about making it more practical for users in the future. Thank you very much for the feedback.

  6. Howard Morley

    Like the visuals very much! Thanks, Someka team.

    • Someka

      Hi Howard,
      Thank you very much for your kind words.

  7. Aysha Lawson

    How to input half day leaves for the staff?

    • Someka

      Hi Aysha,
      That’s very easy. Just write 0,5 for the “How many days?” column while registering a leave for the employee.


      Hope this helps!

  8. Janice W. Alexander

    We have more than 350 people. I cant see more than 10 at calandar on the free file. If I pay for it, will I get more absents?

    • Someka

      Hi Janice,
      The Absent Calendar is designed for maximum of 10 absent people each day. More than 10 might result in a hard-to-understand view on the Calendar. However, you can track all your absent staff from the Team Tracker section. But thank you for your feedback, we will definitely think about increasing the number of absents for Absent Calendar for our future improvements.

  9. Adelle

    Hi public holidays option is very nice, but i need more holidays. It does not meet my need. How can I add more rows?

    • Someka

      Hi Adelle,

      Adding more lines is possible, after unlocking the premium version of the product with the password we sent.
      Under the dashboard sheet, you will see plus (+) sign on the left side of the table.
      Extra rows will be added automatically when you click on the plus (+) sign.

      Please see the image below.


      Hope this helps!

  10. Darlene Rodriguez

    How to change the colors for different leave types?

    • Someka

      Hi Darlene,
      After purchasing a full version, you may self-customize our templates according to your needs.
      The Team Tracker and Employee Tracker sheets use conditional formatting for different colors. After being sure that your sheets are unlocked, you may go to Home > Conditional Formatting to change the colors.

  11. I.Cabello

    employee tracker sheet is very useful. especially the employee leave card was a nice summary. the possibility of analyzing the whole year in the form of an annual calendar, that is to see the big picture, is visually very satisfying. thank you

  12. Beryl Blakeslee

    Obviously your product is really successful thank you for this. But I need to do some special customization. My product is not free. I pruchased. I have unlocked with password but I need to see the calc sheet for some formulas. but why I can’t see the calc sheet even though I unlock it.

    • Someka

      Hi Beryl,
      Thank you for your kind words.
      We usually keep our calculations on the hidden sheets in order to prevent any user mistakes.
      Please unprotect your workbook not only sheets.
      Firstly, go to review, unprotect workbook and input your password.
      Then display your sheet tabs.
      Then right-click on any tab, click Unhide, and select the “Calc” sheet.


      The “Calc” sheet will appear on the sheet tab.

      Hope this helps!

  13. Rehan Roy

    It looks fancy. But we are not working Fridays. How to change the calendar?

    • Someka

      Hi Rehan,
      Thank you for asking. The working days of the template are totally dynamic. All you have to do is select “No” for Friday for workdays under the Settings section. Then all the sheets will be updated automatically including the Calendar sheet.


      Hope this helps!

  14. Rufino

    Carry over to next year is very creative.
    It’s great that you thought this detail. I have never seen such a comprehensive thinker while searching for such excels. It met all possible needs.

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