Free leave tracker for Excel
Free · No sign-up
Record holidays and other leave, see who’s away, and keep track of taken, booked and remaining days. A ready-to-use workbook for managers who prefer a spreadsheet.
- 50 employees
- 1,000 bookings
- Full & half-days
For fixed weekly patterns with equal-length days. You enter the agreed allowance: the workbook tracks leave, rather than calculating entitlement or accrual.
Your leave tracker
Excel workbook · .xlsx · 1.4 MB
Start with a blank workbook, ready for your own team and leave policies.
Free to download. No email or sign-up.
Prefer to see a completed example first?
Fictional team and sample bookings · .xlsx · 1.4 MB
Open it. Add your team. Start recording.
Begin with the Start here tab, set your leave year and allowances, then add requests in Bookings. Check the calendar and balances as you go.
Keep this as a manager’s workbook. Anyone you share it with may see the team’s leave records. Avoid medical details in notes.
Questions about the workbook
What it does, what it needs, and where it stops.
- Is the leave tracker really free?
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Yes. Download either workbook without an email address or sign-up, and use it for your own team.
- Which version of Excel do I need?
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A current version of Excel for Windows or Mac, or Excel for the web. Because the file comes from the internet, Excel may open it in Protected View first: choose Enable Editing to start.
Source: Microsoft Support: What is Protected View? (opens in a new tab) · checked
- Does it work in Google Sheets?
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It’s made for Excel. Google Sheets can open .xlsx files, but we haven’t tested this workbook there, so some dropdowns, protection or formulas may behave differently.
Source: Google Docs Editors Help: Work with Office files (opens in a new tab) · checked
- How do I work out each person’s allowance?
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Enter the allowance you’ve agreed with each person: the workbook tracks leave against it but doesn’t calculate entitlement. For employees in the UK, our holiday entitlement calculator works out a starting figure.
- How does it handle public holidays?
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Add your closure dates once in Settings, and bookings skip them. Then reserve those days from each person’s allowance in Team, as the Start here tab shows. For the dates themselves, our public holiday planner lists them for the UK, the US, France, Germany and Poland.
- Can my team request leave in it?
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No. It’s a manager’s workbook: one person records everyone’s leave, and anyone you share the file with can see all of it. If you’d like people to request leave and managers to approve it, that’s what TimeOff does: see how requesting leave works.
- When is a spreadsheet no longer enough?
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Usually when more people need to book, approve or check leave than one manager can keep up with. The hidden cost of tracking employee leave in spreadsheets lists the usual signs.
Need employee requests and manager approvals instead?
The workbook records the allowance you enter and applies the rules on its Start here tab. It is general guidance, not legal, HR or payroll advice.