Employee Vacation Planner 2020 – Free Excel Template

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Employee Vacation Planner

This Excel Template is designed to help assess coverage of team members’ availability during a month. As a Team leader or a Manager of a team, it is important to know the staff coverage available every day, especially during the holiday season. This Excel template can be used every month to ensure that you are aware of exact coverage and plan accordingly. It can handle up to 20 employees.

This Excel template is designed for Microsoft Excel, but if you are looking for a Google Sheet template, please visit Employee Vacation Planner in Google Sheets.

Dashboard Summary for Employee Vacation Planner showing daily availability
Dashboard Summary for Employee Vacation Planner showing daily availability

Download Employee Vacation Planner 2020




This Vacation Plan Excel template is very easy to use. The following are the inputs needed:

Inputs needed for Employee Vacation Planner template
Inputs needed for Employee Vacation Planner template


  • Start Date
    • The template builds out the calendar for 31 days beginning from Start Date
  • # of Employees needed daily
    • This is used to identify understaffed (low coverage) days. Understaffed day is a company working day where the ‘# of employees at work is less than the Number of Employees needed daily’.
  • Weekends
    • Select the weekend days of your company. These days will not be counted as working days.
  • Holidays
    • Enter up to 7 holidays. These days will not be counted as working days.
  • Vacation Dates of employees
    • Enter Employee Name and the planned vacation dates.
    • If an employee plans to take two periods of vacation (Oct 2 to Oct 7 and then Oct 20 to Oct 24), enter that as two rows.
    • If an Employee does not plan to take any vacation, then enter just the Employee name in a row and leave the date columns blank. It is important that all employees appear at least once in the table.



Once the inputs are provided, the template automatically calculates the summary metrics.

Dashboard Summary for Employee Vacation Planner showing daily availability
Dashboard Summary for Employee Vacation Planner showing daily availability


  • # of Employees
  • # of Working Days
  • # of understaffed days

In addition it also shows the number of employees at work for each of the 31 days. Holidays and Weekends will not display any numbers. Red bars indicate understaffed days (days where number of employees working is less than the number of employees needed).



The template also has a vacation calendar that visually shows the vacation days on a calendar. Let’s take a closer look at the top of the calendar first.

Employee Vacation Planning Template - Calendar View
Employee Vacation Planning Template – Calendar View


Each employee is listed on the left. Holidays are shown in Orange and Weekends are also highlighted in gray. Employee’s vacations are shown in Green fill.


The calendar displays for 31 days and 20 employees at a time.

Here’s a look at the entire calendar (vertically).

Employee Vacation Planning Template - Calendar View
Employee Vacation Planning Template – Calendar View with Summary and Legend


At the bottom of the calendar, we can see the legend and daily summary metrics. Number of Employees on Vacation and Number of Employees at Work for each day are summarized.



You can also easily print this employee vacation planner template excel 2020 for use within your office. Or you can export to PDF and share by email.



If you are looking for a longer planning period, with support for more employees and unlimited holidays, check out the Team Vacation Planner template.

Team Vacation Planner - Excel Template - with more features
Team Vacation Planner – Excel Template – with more features



If you are looking for capacity planning in terms of hours of availability and have varying demand, please visit Resource Capacity Planner Excel Template.

  • Supports 100 employees and 30 skill groups
  • Planning period of up to 1 year
  • Handles daily/weekly/monthly demand
  • Automated Summary and Employee Reports

You May also like the following Excel Templates:

I would love to get your feedback on this template. Do you find this useful? What features should be added to this template? Please share in the comments below.

You may also be interested in...

Leave Tracker & Vacation Tracker
Employee Timesheet Exclel Template
New Employee Checklist

141 thoughts on “Employee Vacation Planner 2020 – Free Excel Template

  1. What do you do if the employee only takes half leave day. How do you enter that???

    1. Thanks for your message.

      A half-day involves time off during a workday. This template is designed to get an estimate of employees available during the complete working hours in a day. Hence, half-day is not counted in this template.

      Best wishes

  2. It is a great template, very useful and precise for small teams. The thing is that when an employee wants to take 1 day off, his/her line needs to be repeated and if you have a big team, the template might not cover everyone.
    Thanks for sharing this 🙂

    1. Thanks for using our template.

      We understand your point, we will try to incorporate your recommendations in our future release.

      Best wishes

  3. I wish to have a summary report for the employees… For example, vacation planned details employee wise for the whole year..

    1. Thanks for your message.

      Please review our premium template, Employee Leave Manager Excel Template at https://indzara.com/product/employee-leave-manager/

      Best wishes

  4. Thank you so much for this, this is amazing, i only have one question how do i now what nr to put in by settings were leave day value is so that it calculates the correct nr’s

    1. You are welcome.
      Please explain your question with an example so that we can make sure we understand correctly.
      Thanks & Best wishes.

  5. Hi Thank you for your leave tracker excel template.
    Will you please tell how to include more employees into this excel. As it just allow 20 employees I want to put more 10 employees into this sheet how would we do that.


    1. Hello

      Thanks for your positive feedback.

      Please extended the table down. Also, ensure that you move total rows before extending the table.

      Best wishes

  6. Hi,
    I’m Avijit Bhakat. I want to know that how to creat employer daily production report excel in vba? Plz help me.


    1. Hello

      We are not accepting any customized projects now.

      Thanks & best wishes

  7. sir can u put up how make up excel table

    1. Hello
      Please share your issues about this template
      Best wishes

  8. This is fantastic and easy to use. Thank you, it is very useful. Do you have a 1 year version of this?

    1. Thank you for the feedback. Glad to hear.
      Please see https://indzara.com/product/team-vacation-planner-excel-template/ which supports 1 year.
      Please let me know if there are any questions.
      Best wishes.

  9. Hi Sir,

    We have 100 employees in our company. How can I add more employees to this template. Then, is the Leave tracker have 5 leave day? How can I change the color of each leave? How to? Hope to hear from you soon. Thanks

    1. Please see Team Vacation Planner template https://indzara.com/product/team-vacation-planner-excel-template/ that supports more employees.

      The Leave tracker https://indzara.com/2016/11/employee-leave-vacation-tracker/ supports 5 leave types. You can see in that article how colors can be changed by editing conditional formatting rules.
      Best wishes.

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