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
Can you please email me the Yearly Planner.
taranjitsingh.mokha@sitel.com
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.
Great Template and easy to use.Just one thing, I want to add additional type of holiday ( planned leave and unplanned leaves) with different color. How can I do it ?.
Thank you. Glad to hear.
To add holiday type,
1) add column to the vacation table to enter the holiday type.
2) edit the formula in the calendar view a) account for holiday type as input b) return a different result for each type. for example, planned is 1 and unplanned is 2
3) Add a new conditional formatting rule for unplanned leave with a different color.
Best wishes.
Sir can i request for the one year vacation planner please
thank you
Rosalind
Thanks for your interest. Please see the Resource Capacity Planner template https://indzara.com/product/resource-capacity-planner-excel-template/ that will cover up to 1 year, along with other enhanced features: Please let me know if there are any questions. Thanks & Best wishes.
Hi, can I get a template for an entire year?
Thanks!
Please see the Resource Capacity Planner template https://indzara.com/product/resource-capacity-planner-excel-template/ that will cover up to 1 year, along with other enhanced features: Please let me know if there are any questions. Thanks & Best wishes.
Hey there
When i change the year, then it doesnt show the month in numbers… it shows something like this on the day of the month
######
I am not sure exactly, but can you please expand the column widths to see if this is due to narrow column width? thanks.
That helped… thank you very much
Hi, can I get a template for an entire year?
Thanks!
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.
its wonderful . Best Wishes
Thank you. Best wishes.
It looks wonderful and workable
Thank you. Best wishes.
Hi,
Good template. Can i request for a one year template and also is it possible to add a department column to each name?
Thank you. I have published the new version of the template here: https://indzara.com/product/resource-capacity-planner-excel-template/. It has a lot of additional functionality. You can group resources into skill groups. Please review and let me know your feedback. Thanks & Best wishes.
Could I also please get the one year template
I have published the new version of the template here: https://indzara.com/product/resource-capacity-planner-excel-template/. It has a lot of additional functionality. Please review and let me know your feedback. Thanks & Best wishes.