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
Instead of identifying understaffed days, is there a way to edit for tracking the days people take time off? For example on March 1, there are 2 people off on vacation, can the graph be used to show the count (ie two people are off on March 1st?)
Thank you for your help
In the Team Vacation Planner, you can see the number of employees taking vacation on each day. https://indzara.com/product/team-vacation-planner-excel-template/
Best wishes.
Thank you so much. I will try it!
You are very welcome. Best wishes.
Thanks for your hard work! Can you please send me a one year template?
You are welcome. Please see Team Vacation Planner https://indzara.com/product/team-vacation-planner-excel-template/ for 1 year planning period.
Best wishes.
Thanks for the template, but i have some problem to use it can you make it clear how to use the format. I want to know this, so please give me the answer.
Best regards
Sujan Kumar Kundu
You are welcome. Please follow steps outlined in the https://indzara.com/2015/09/employee-vacation-planner-excel-template/
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 very much. 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.
HI,
This is an amazing template and still am surprise that it is for free! Wow! great work. Just have a question about adding no of holidays.
Thanks!
Thank you. Please see https://indzara.com/product/resource-capacity-planner-excel-template/ which can handle any number of holidays. 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
Thanks!
Thank you very much. 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.
Hi, thank you very much for the very helpful templates. I was also looking for a dashboard style template that can take in more than 800 employees from various departments within an organization and tracking their vacations. I am thinking of customizing the vacation tracking template that you have available free here already, but I’m still also trying to figure out the easiest way of combining data from all departments onto one presentable dashboard spreadsheet.
Thanks much!
You are welcome. You can use the Leave tracker https://indzara.com/2016/11/employee-leave-vacation-tracker/ for any number of employees.
Best wishes.
Hello Sir – I downloaded free ‘EMPLOYEE VACATION PLANNER TEMPLATE’ with this I am trying to make another one for myself which will help to analyze new functions and concepts you have used. This will help me in advance excel, but cannot see any hidden sheets or macro. Can you please give more details on functions and formulas used.
My email id: maddy9183@gmail.com
Thanks in advance.
Regards,
Maddy.
Thanks for downloading. I am sorry that I don’t have documentation on functions and formulas used. Please unprotect the sheets using indzara as password and play with the calculations to understand. There are no macros.
Best wishes.
Hi,
great template. could you send me the 1 year template it would be much appreciated
Thank you very much. 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.
Hi,
I need yearly vacation plan showing week numbers similar to team dashboard sheet, instead of days I need weeks showing all employees and their vacation plan in one sheet.
Please clarify if you refer to this template on this page (Employee Vacation planner) or the Leave Tracker template. https://indzara.com/2016/11/employee-leave-vacation-tracker/
Team Dashboard sheet is present in the Leave Tracker template. It shows employees’ vacation daily for a month. If we show weekly, if an employee takes 2 days off in a week, do we show the entire week as vacation? I am sorry that I am not following your question correctly. Please feel free to email me at indzara at gmail with detailed requirements.
Best wishes.