Employee Vacation Planner 2023 – Free Excel Template
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.
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Video Demo
Inputs
This Vacation Plan Excel template is very easy to use. The following are the inputs needed:
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.
Dashboard
Once the inputs are provided, the template automatically calculates the summary metrics.
- # 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).
Calendar
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.
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).
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.
Print or Export to PDF
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.
Recommended Templates
TEAM VACATION PLANNER
If you are looking for a longer planning period, with support for more employees and unlimited holidays, check out the Team Vacation Planner template.
RESOURCE CAPACITY PLANNER
If you are looking for capacity planning in terms of hours of availability and have varying demand, please visit Resource Capacity Planner Excel Template.
Related Free Excel Templates
- Employee Leave Tracker (Free)
- Employee PTO Calculator (Free)
- New Employee Checklist (Free)
- HR 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.
145 Comments
thanks for best templates and i need to create plan one year period planning template, please advice
I have sent you the file for 1 year. Thank you.
Hi,
I want to take report like How many day each employee take leave by month wise and year wise.
Thanks
Arun
Thanks. For number of vacation days, you can sum the cells in the employee’s row on the vacation calendar. The formula results in 1 if it’s a vacation day. One thing to watch out for is company holidays which should be deducted because that should not count against employee’s vacation. To do this by month and year, you can use a sumif function.
The Resource Capacity Planner has an employee report that shows the number of hours of availability and vacation for each employee by month and also by day. https://indzara.com/product/resource-capacity-planner-excel-template/
Thanks & Best wishes,
can I have the same file for one year my email hamad_el7low@hotmail.com
Thank you. Please see the Team Vacation Planner template for planning of 1 year. https://indzara.com/product/team-vacation-planner-excel-template/ Best wishes.
Amazing simplified template. May I kindly request the same template but the duration of leave request of any employees be highlighted and summed including weekends. exact duration of what is entered in inputed
Thanks. I don’t have such a template yet. I will consider it when I work on the advanced version of this. Thank you. Best wishes.
waiting for such a help
Please review the leave tracker. https://indzara.com/2016/11/employee-leave-vacation-tracker/ Thanks.
One year plan can you please provide
I have e-mailed the file. Thank you.
This is a great template. If you could send the 1 year template it would be much appreciated
Thanks!
I have e-mailed the file. Thank you.
Hi could you please email one year template to my mail id: kannan5star@gmail.com
Thanks in Advance..
I have published an upgraded template that will cover up to 1 year, along with other enhanced features: https://indzara.com/product/resource-capacity-planner-excel-template/ Please let me know if there are any questions. Thanks & Best wishes.
Can you please provide a template for 1 year? thanks.
I have e-mailed the file. Thank you.
one year plan is a most need .. appreciate
Thank you. I have emailed the file to you. Best wishes.
Can you please provide a template for 1 year – this is great but would be fantastic if you could extend the same thing for a year
Thank you. I have emailed the file to you. Best wishes.
thanks for best templates and i need to create plan one year period planning template, please advice
Thank you. I have emailed the file to you. Best wishes.
how can we navigate to next month
Please change the START DATE. The calendar will then show the new month. Thanks & Best wishes.
Dear Sir,
Thanks for the wonderful template. I would like to use it to work with 150 employees. Can I just go and insert additional rows to make the template work.
Regards
You are welcome. Thanks for the feedback. Please feel free to insert rows above row 40 for more employees. Please let me know if you come across any questions. Best wishes.
good day,
could you please teach me how to insert, my template is only good for 20 employees
Please right click on the row number 39 (row heading) and choose Insert. This will insert a new row above row 39. This updates the calculations to consider one additional employee. This process can be repeated to insert more employees as needed.
To do in bulk, if you need 5 additional employees, select rows 35 to 39. Right click and choose Insert. This will insert 5 new rows with the necessary calculations.
The Resource Capacity Planner template can handle 100 employees by default. https://indzara.com/product/resource-capacity-planner-excel-template/
Thanks & Best wishes.
Hello Thank you for a wonderful template and it is very useful indeed. I tried to insert 5 more employees and followed the instructions to insert on row 39..however, the DASD Board does not seem to be updated…Have I done something WRONG ? Thanks.
Please email file to indzara@gmail.com. I will review and get back to you. Thanks.
Can you kindly provide me 1 year template
I have published an upgraded template that will cover up to 1 year, along with other enhanced features: https://indzara.com/product/resource-capacity-planner-excel-template/ Please let me know if there are any questions. Thanks & Best wishes.