Indzara

2024 Leave Tracker & Vacation Tracker Google Sheet Template

Whether you’re an HR Manager, a Small Business Owner, or a Project Manager, efficient employee leave/vacation tracking is crucial. Our meticulously crafted Google Sheet Template simplifies this task, offering a well-organized solution for monitoring leave/vacation.

With this simple Google Sheet Template, gain access to a user-friendly calendar view that conveniently displays leave data for multiple employees. Additionally, it generates comprehensive annual employee reports for your convenience.

This template is designed for Google sheets, but if you are looking for an Excel template, please visit Employee Vacation Tracker

Employee Leave Tracker 2024: Team Dashboard

Benefits of the template

  • Customize settings to meet your business needs
    • Track 5 types of employee leave
    • Customize which days are weekends (not working days)
    • Account company holidays
  • Practical Features
    • Track vacation for multiple employees
    • Employees can have start dates and termination dates
    • Can handle partial days of leave
  • Ease of Use
    • Easy to enter Leave in ranges of dates (example: 4 days of leave from Nov 21st to Nov 24th)
    • Easy to customize colors to suit your preferences
    • Can use the template continuously for many years (keep all your data organized in one file :))
  • Automated Calculations
    • Fully Automated Vacation Tracker Dashboard with monthly calendar view
    • Calculates Worked Days automatically
    • Automated Annual Employee attendance report

Free Download

Please check our premium Leave Manager in Google Sheets with additional features.

How to Use Employee Leave vacation tracker in Google Sheets

  1. Configure the Settings information
  2. Input Employee Data, Leave Information
  3. View reports on Team Dashboard and Employee Report

Before you begin to enter data, ensure to make a copy of the template in your Google Drive folder. Follow this article to achieve the same.

Step 1: Configure the Settings information

Enter up to 5 types of leave to suit your company

The template by default supports 5 types of categorizing your leave. Since different companies may have different names and different number of leave types, the template supports customizing them.

Enter up to 5 types Leave

How to handle half-day leaves

You can see that there is an option to assign ‘Day Value’ to each leave type. This setting is present to handle partial days of leave. For example, I have entered 0.5 for ‘Half Day’ leave type. That means that when an employee takes Half Day leave, template will add 0.5 to leave taken total and reduces the Worked days by 0.5.

If your company allows 2 hours leave in an 8 hour workday setup, that would be 0.25 day. You can create a leave type and enter 0.25 as ‘Day Value’.

In order to calculate attendance of employees automatically, we need to know company weekends so that we can remove them from working days. Select the same as weekends in the Settings as shown:

Select Company Weekends to use for employee attendance tracking
Select Company Weekends

Step 2: Enter Input Details

Enter company holidays

Enter list of holidays in your company.

Enter company holidays

The template will treat the holidays similar to Weekends for calculation purposes, but holidays will be displayed in a different color on the calendar. This allows us to view holidays and weekends distinctly.

Enter Employees data

Now, we move to the Employees sheet.

Enter Employee Name, Start Date and Termination Date (optional)

We will enter the Employee Name, Start Date (date when the employee began employment) and then Termination Date (if applicable). The Start Date and Termination Date allow the template to calculate the count of working days for each employee correctly.

Since the google sheets vacation tracker template can help you manage leave for multiple employees for long term windows (even many years, as there is no limit), it is quite possible that new employees join the company and current employees may leave. I want the template to work smoothly for you even when that happens.

Enter Employee Leave Data

Now, for the last data entry section, we move to the Leave sheet.

We enter leave taken by each employee here. There are four fields (Employee Name,  Leave Start Date, Leave End Date and Leave Type) in this table.

Enter Employee Leave Data – Employee Name, Leave Start Date, Leave End Date and Leave Type

If an employee takes a 5 day vacation, you can enter that in one row by providing Leave Start and Leave End dates.

If an employee takes a single day leave, please enter same date in Start Date and End Date fields.

Please note that for error free data entry, the Leave sheet has data validations on the Employee Name and Leave Type columns. We are done with data entry. It’s time to see the template’ magic in creating the vacation calendar and report.

Step 3: View Reports

View Team’s Monthly Leave Dashboard

The dashboard is interactive as it allows the user to choose the month for which we want to view the leave data for. We will enter the month by selecting Year and Month.

There are two pages in this Dashboard sheet. First is the leave calendar view.

Leave Tracker Dashboard 2024 – Team Dashboard

As you can see from the above screenshot, the leave types are shown in different color.

Holidays and Weekends are self-explanatory. Not Employed will represent the days before the employee began employment and days after the employee termination date (if applicable).

Not Applicable represents the days that are not actual dates. For example, if you choose November month, 31st day will be Not applicable. For February in a non-leap year, 29, 30, 31 will be Not Applicable days.

You can use this calendar view to assess if you will have enough coverage in your team for specific weeks (for example, during the holiday season). 

Monthly Summary

This sheet also shows the monthly summarized count of days taken off under each leave type, total leave taken and Worked Days.

Leave Tracker Dashboard 2024: Monthly summary

Total Leave is the sum of leave taken under each of the 5 leave types.

If an employee’s leave overlaps with a holiday or a weekend, it does not count as a leave day. Worked days represents the number of days an employee worked or is scheduled to work.

Worked Days is calculated as (Company Working days – Holidays – Weekends – Not Employed Days – Total Leave days)

You can look at this view during the last week of a month, to calculate the next month’s capacity (in work days) for the entire team. This will be helpful to evaluate whether you have enough capacity to meet the demand (work) ahead in the next month.

View Annual Employee Attendance Report

While the previous sheet was about viewing all employees at once in a calendar view one month at a time, we also need to see one employee’s data across months. This is where the Employee Report comes in handy.

Here we have three inputs: Year, Employee name and Starting Month of the report needs to be entered. The template automatically calculates the report end date based on whether the employee has left the organization or not.

That is, if the employee has left the organization any day after the starting month, the termination date shall be displayed as End date or the end date of the current report is displayed as End date.

This sheet has 2 pages as well. First, the calendar view.

Leave Tracker Dashboard 2024: Employee Report

As we discussed with the Team Dashboard, the colors and the legend work the same way. For the chosen employee and year, we can visualize the complete year’s leave patterns.

The second page presents the summarized count of leave and worked days.

Leave Tracker Dashboard 2024: Employee Summary Report

This is one of the best employee vacation tracker google sheets for you. For any queries or customizations, please reach out to us at support@indzara.com

Try our premium Leave Manager in Google Sheets with additional features.

121 Comments

  • Hi, this is very useful. Can you add drop down category for location (site office) of employee aside from year and month selection? thanks a lot.

    Reply
  • Hi, great template!

    I was wondering If there is a way to have repetitive dates. Some people work part-time on a fixed schedule. I’d like to be able to show that they are never there on Monday, for instance.
    At the moment, I’d have to add one leave per week for this, which is a bit cumbersome.

    Reply
    • Thank you for showing interest in our template.

      If you referring to rotational week-off, you need to have all day as working days in settings and Week-off as leave type to apply rotational week-off in leaves.

      We take customization projects for a fee. You can write to us at the below link for estimation:
      https://support.indzara.com/support/tickets/new

      Best wishes.

      Reply
  • How do we add more than 30 employees? I can’t seem to get the data to pull through on to the team dashboard for additional employees added

    Reply
    • Thank you for showing interest in our template.

      You will need to expand the number of rows for the employee name’s named range.

      Best wishes.

      Reply
      • I tried to add in employee names but it doesn’t show under Team Dashboard sheet. Hope you can help me on this.

        Reply
  • Hello,

    Is there a way to remove the Termination Date tracker and repurpose it?

    Reply
    • Thank you for showing interest in our template.

      Removing the termination date involves changing the formulas in calendars. Instead you can hide the termination date column and add a new column as per your requirement at the end of the table.

      Best wishes.

      Reply
  • Hello,
    Is there an easy way to delete “types of leave” categories or the colors associated with the types of leave? I can edit it on a single page but it does not carry over onto the other pages. Thanks!

    Reply
    • Thank you for showing interest in our template.

      There are two possible ways:

      1. The simpler solution is, you can enter not applicable in settings sheet and delete leave type legend for team dashboard and employee report.
      2. Delete the leave type legend and conditional formatting of the colours that are not required in team dashboard and employee report. Select any cell inside the calendar of team and employee dashboard and goto Format ribbon -> Conditional Formatting.

      However, you will have to do it separately in leave dashboard and employee report.

      Best wishes.

      Reply
  • Hi,
    Would it be possible to have 2 holiday dates options? I have employees who work in 2 different countries having different PH.

    Reply
    • Thank you for showing interest in our template.

      Yes, it is possible to have another list of holidays and add a column in employee table to choose the employee’s location. Then we can modify the formula to pick the holiday list according to the employee’s location.

      We take customization projects for a fee. Write to us at the below link for estimation:
      https://support.indzara.com/support/tickets/new

      Best wishes.

      Reply
  • can you still use this if you are tracking using the employees anniversary date?
    Oct 14 22-oct 14-23?

    Reply
  • Thank you so much for this! It saves me a lot of time.
    Although, I encountered a problem and I hope you can assist me with this. When I change the month, the exiting leaves are reflected in the changed month as well.

    Hoping for your response!

    Reply
    • You are welcome.

      It could happen only when the formulas are converted as values. Can you try moving your data to a fresh copy of the template.

      If you are still facing the issue, please share your sheet support@indzara.com with edit access to check further. Ensure the Notify People is select along with the notes added in the message.

      Best wishes.

      Reply

Leave a Reply

Your email address will not be published. Required fields are marked *