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
Excel needs specific fonts to open file ….can you play help with the font details
Thanks for your comment. Some installations of Excel do not handle this font. I have now uploaded a new version of file with default font so that it will open in all Excel installations. Please download the new file posted. Thank you. Best wishes.
This is exactly what I am looking for, thank you! Is there a way to reflect half-day vacation leave?
Thank you for the feedback. I am glad that it is useful.
The Resource Capacity Planner can handle vacation entered in hours. https://indzara.com/product/resource-capacity-planner-excel-template/ You can enter half a day as hours.
Please let me know if there are any questions. Best wishes.
Excuse me Sir, but I´ve been trying to create similar kind of calendar and practising my excel skills. What is the function behind highlighting the colums if it´s holiday for example? On your calendar they show as orange.
Please look at the conditional formatting rules window.
The formula I use in the conditional formatting rules, to highlight holidays is
=IFERROR(MATCH(G$18,I_HOLS,0)>0,FALSE)
I_HOLS is the list of holidays. If the match function returns a number greater than 0, this formula returns a TRUE. If it is a holiday, it will be TRUE. Then, the conditional formatting rule takes effect and applies the color we chose.
Hope this helps. Best wishes.
This is one of the best templates I have found. Thank you.
Is there a way of adding other categories – such as personal days and floating holidays in addition to vacation dates?
Thanks for the kind words.
I don’t have one yet for tracking different types of vacations. I have it in my list of templates to create. I hope to do that soon. Best wishes.
I agree with Michele. This is a great template. Please consider creating a template with more than one type of vacation, as this is what I am currently after.
Thanks!
Thanks for the feedback. Please try the Employee Leave Tracker template: https://indzara.com/2016/11/employee-leave-vacation-tracker/ which allows tracking up to 5 types of leave/vacation. Best wishes.
Great Template. I would like to request a 1 year template from August to June next year.
Thank you very much. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ for longer planning period and you can customize the starting date. Please let me know if there are any questions. Thanks & Best wishes.
This is a great template. If you could send the 1 year template it would be much appreciated
Thank you very much for the kind words. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ for longer planning period. Please let me know if there are any questions. Thanks & Best wishes.
thanks
You are welcome. Best wishes.
sir, seriously your great…… i hv used your monthly tamplate could you pls email me with the vacation planner for the full year
Thanks a lot.
Thank you very much for the kind words. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ for longer planning period. Please let me know if there are any questions. Thanks & Best wishes.
thanks Indzara but how to download it?
The premium template can be purchased online from the product page by adding to cart and checking out. You will be able to download the file instantly and use. Please let me know if there are any questions. Thanks.
is it psble to download it?
Amazing; could you pls email me with the vacation planner for the full year
Thanks a lot.
Thank you. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ for longer planning period. Please let me know if there are any questions. Thanks & Best wishes.
Dear Sir,
First of all i’d like to thank you for sharing with us this beautiful template, i’m planning to use it within my dept.
Would you please share the whole year version so it will help more to plan for year.
Thanks and Regards,
Usman Afzal
You are welcome. Thanks for the feedback. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ for longer planning period. Please let me know if there are any questions. Thanks & Best wishes.