Leave Tracker Sample

EXCEL-SKILLS.
COM
LEAVE TRACKER TEMPLATE
This template enables users to track the leave that is applied for by all employees and to ensure that there is alw
department or for every defined role. All leave that is applied for needs to be recorded on an individual employee
visually on the Summary sheet. The Summary sheet can also be filtered by department or role to determine whether
resources available. The template accommodates an unlimited number of employees and leave dates which means that a
to be created for every new financial year.
Get the full version of the template to unlock all the formulas!
This is only a sample file created to show you the design of the template. Get t
unprotected version of the template where you have full access to all areas of the temp
You will also be able to edit and customize the full version just like any of your own Ex
Get the full version of this template!
enable editing to activate the link

d to ensure that there is always adequate staff in each
on an individual employee basis and is then displayed
or role to determine whether there are always sufficient
eave dates which means that a new version does not need
e formulas!
esign of the template. Get the full version for a fully
ccess to all areas of the template including all formulas.
just like any of your own Excel files.
te!
Excel Skills | Leave Tracker Template
Instructions
www.excel-skills.com
This template enables users to track the leave that is applied for by all employees and to ensure that there is always
adequate staff in each department or for every defined role. All leave that is applied for needs to be recorded on an
individual employee basis and is then displayed visually on the Summary sheet. The Summary sheet can also be filtered
by department or role to determine whether there are always sufficient resources available. On this sheet:
This sheet includes detailed instructions
The template includes the following sheets: on setting up and using this template.
Setup - enter the leave tracking start date and specify whether Fridays, Saturdays, Sundays and public holidays should be
included as work days for leave purposes. The 60 day leave cycle which is included on the Summary sheet can be rolled
forward or back by simply changing the start date on this sheet. The public holidays that need to be taken into account
needs to be maintained in the list on this sheet and the maximum & minimum employee levels are only used for conditional
formatting purposes to highlight days when these thresholds do not apply.
Summary - A complete list of employee codes and names should be added to this sheet. Employees can also be assigned
to departments or roles to display leave applications on a departmental or role level. The calculations & formatting from
column D onwards are all automated and based on the template setup and the leave dates that need to be entered on the
Tracking sheet. Only the columns with yellow column headings require user input.
Tracking - Enter the leave application dates of all employees on this sheet. The data that is entered on this sheet is used
to update the leave tracking summary on the Summary sheet. The template accommodates an unlimited number of entries
& multiple entries for each employee - you therefore do not need to start with a new version of the template for each new
financial period.
Template Set-up
The first step in customizing the template for your business is to specify the tracking start date in cell B5 on the Setup
sheet. The date that is entered in this cell determines the 60 day period that is included on the Summary sheet. You can
therefore roll the reporting period on the Summary sheet forward or back by simply changing the tracking start date on the
Setup sheet.
Note: The template accommodates an unlimited number of employees and an unlimited number of leave dates. You do not
need to start a new version of the template for every new financial period and any tracking start date can therefore be
used.
The next step in the template setup is to specify whether Fridays, Saturdays, Sundays and public holidays need to be
included as work days for leave calculation purposes. The list boxes in cell B8 to cell B11 on the Setup sheet can be used
for this purpose by simply selecting "Yes" if the appropriate days are to be included and "No" if the appropriate days are to
be excluded.
The selection will automatically be updated to the Summary sheet. If the appropriate day selection is not to be included,
any leave period that includes this day selection will not be indicated on the Summary sheet and will also not be counted
as work days on the Tracking sheet.
If you want to use a maximum and minimum employee threshold, these values can be entered in cells E9 and E11 on the
Setup sheet. These settings only affect the formatting on the Summary sheet - when the maximum employee setting is
exceeded, the number of employees in row 2 on the Summary sheet for the appropriate day will be highlighted in red.
Similarly, if the number of employees in row 2 on the Summary sheet is less than the minimum number of employees
setting on the Setup sheet, the value for the appropriate day will be highlighted in red.
Note: If you do not want to use the minimum and maximum values, you can simply enter values which will never be
applicable. For instance, enter 999 as the maximum employee setting if you will never realistically employ this many
employees and enter 0 in the minimum setting to effectively turn the setting off.
The template also requires users to enter a list of public holidays on the Setup sheet. If any date matches a public holiday
date, the appropriate column on the Summary sheet will be highlighted in light blue. If public holidays are included as work
days, including a date in this list will also affect whether leave is displayed in the column which relates to the specific date.
Note: A new version of the template does not need to be created for every new financial year. You can therefore simply
add the public holidays for the appropriate calendar year at the beginning of a new year to have them displayed on the
Summary sheet. If you are only using the template for future planning, the public holidays for the previous calendar year
can simply be replaced by the public holiday dates for the new calendar year.
Days can be added to the public holiday list on the Setup sheet by inserting a new row anywhere between the first date
and the "End of list" entry. All the dates added are automatically included in the calculations on the Summary and Tracking
sheets.
Adding Employees
All employees need to be added to the template in order to include their leave dates on the Summary sheet. The Summary
sheet has the following user input columns (columns with yellow column headings):
Employee Code - a unique employee code should be entered for each employee in column A. We recommend that you
use the employee number as per your payroll system for this purpose. If your payroll system does not include unique
employee numbers, you can use any unique numbering system.
Employee Name - enter the name of the employee in column B.
Department / Role - enter the department or role of each employee in this column. The template can be used for individual
departments or if it is a small business, for individual roles.
It is important to consider the department or role column carefully - you basically want to use this column in order to group
employees together in order to ascertain whether sufficient resources are available when a lot of staff members are
applying for leave over the same period. The template enables users to filter the Summary sheet by department or role in
order to display the leave applications for the selected department or role only. You therefore need to use a unique
department or role for each business function where a minimum number of employees always need to be in attendance.
Note: All the columns on the Summary sheet have been included in an Excel table. This feature is extremely useful when
entering data in a table format because the formulas that are included in calculated columns (the columns with a light blue
column heading) are automatically copied when new rows are inserted into the table or when data is entered into the first
blank row below the table. You can therefore add a new employee to the Summary sheet by simply entering a new
employee code in the first blank cell in column A - the table will then automatically be extended to include the new
employee.
Page 3 of 12
Instructions
Note: All the column headings on the Summary sheet contain a filter selection arrow - this feature indicates that a Filter has
been applied to the table data. This Excel feature is very useful when you need to filter the data that forms part of a table
based on one of the filter criteria that are available after clicking the selection arrow. For the purpose of this template, it is
especially useful to filter the Summary sheet by the department / role column in order to only analyse the leave applications
for a specific department or role.
Note: The calculations at the top of the Summary sheet are all automatically updated when the sheet is filtered. These
calculations and the formatting on the Summary sheet are covered later on in these instructions under the Template
Calculations & Formatting section.
Recording Leave Application Dates

When an employee applies for leave, the employee code of the employee, date from which leave will be taken and the
date to which leave will be taken need to be recorded on the Tracking sheet. This sheet includes the following user input
columns:
Employee Code - select the appropriate employee code from the list box in column A. All employee codes that have been
included on the Summary sheet are included in the list box. For new employees, you need to add the appropriate
employee code to the Summary sheet before it will be available for selection from this list box.
From Date - enter the first day of the leave application date range.
To Date - enter the last day of the leave application date range.
Note: The from and to dates do not need to be workdays and the date range does not need to only include workdays - the
template automatically only takes workdays into account based on the day settings that are included on the Setup sheet.
The Tracking sheet also includes the following calculated columns (with light blue column headings):
Work Days - the number of workdays that are included in the date range that is formed by the From and To Dates in
columns B and C are displayed in this column.
Error Code - this column will contain an error code if there is a problem with the input in any of the user input columns. All
the error codes that are displayed in this column should therefore be corrected in order to ensure that all the template
calculations remain accurate. Refer to the Error Codes section of these instructions for more information about the reasons
for an error code and how to resolve it.
Note: All the columns on the Tracking sheet have been included in an Excel table. This feature is extremely useful when
entering data in a table format because the formulas that are included in the calculated columns (the columns with light
blue column headings) are automatically copied when new rows are inserted into the table or when data is entered into the
first blank row below the table. You can therefore add a new entry to the Tracking sheet by simply entering a new
employee code in the first blank cell in column A - the table will then automatically be extended to include the new entry.
All the leave tracking dates that are added to the Tracking sheet are automatically included in the calculations and
formatting on the Summary sheet. Multiple entries can be added for each employee and there is no limit on the number of
entries which can be included on the Tracking sheet.
Template Calculations & Formatting
All the leave date ranges that are added to the Tracking sheet will be displayed next to the employee code, employee
name and department / role on the Summary sheet. The display is in the form of orange highlighting which will be included
for all days where the employee will be on leave.
The orange highlighting will only be applied to work days and the classification of a work day depends on the settings
which have been applied to the Setup sheet. All public holidays will be highlighted in light blue and all weekend days will be
highlighted in grey. The orange highlighting will therefore clearly indicate which employees will be on leave on any day that
is included in the date range on the Summary sheet.
Note: The date range that is included from column D on the Summary sheet starts on the Tracking Start Date which has
been specified on the Setup sheet and includes a period of 60 days.
If you want to extend the 60 day default period, we suggest completing the following steps in the sequence in which they
are provided:
■ Select the cell with D60 as the column heading.
■ Insert the required number of additional columns - one column for each day that you want to add to the 60 day period.
Remember that the template automatically updates when you change the Tracking Start Date on the Setup sheet and that
it is therefore very easy to roll the tracking period forward or back. The number of days that you include on the Summary
sheet should therefore only be the window in which you would like to review leave and not an entire period to monitor.
■ Select the two column headings immediately before the columns that you inserted (these columns will have data above
the column headings at this point).
■ Hover your mouse over the bottom right corner of the second column heading (mouse cursor should change to a +) then
left click & drag the mouse to the last column heading. All the column headings should now be in a numerical sequence of
D60, D61, D62, etc.
■ Select the first cell below the D59 column heading and copy this cell to all the cells below the column headings which
have been added to the sheet by inserting new columns. You should copy from the first row up to the end of the table (last
row that contains data).
■ Select the cells in the first 5 rows above the D59 column heading and copy this cell range to all the cells above the
column headings which do not contain data. Before pasting the copied data, select the Paste Special feature and elect to
only paste formulas. This will ensure that the conditional formatting rules that are used to display the leave dates are not
duplicated unnecessarily.
Note: The main purpose of completing the above steps in this sequence is to ensure that the conditional formatting rules
that are used to indicate leave, remain accurate.
Note: If you want reduce the number of days that are included in the tracking period, you can simply select the appropriate
number of columns and delete them. These columns need to be selected from the end of the 60 day date range.
The Summary sheet also includes information above the column headings which are used in the conditional formatting
rules that highlight
Workday Status - leave days.
this row The following
indicates whetherinformation is included:
the appropriate day is workday or not. A "Y" is displayed for a workday and a
"N" for off days. The classification of workdays depends largely on the settings that have been included on the Setup
sheet.
Page 4 of 12
Instructions
Number of Employees Present - this calculation indicates the total number of employees that are NOT on leave on the
appropriate day.
Public Holiday Indicator - indicates whether the appropriate day is a public holiday. "Y" for public holiday and "N" if not
applicable. Public holidays are defined by including the appropriate dates in the list on the Setup sheet.
Weekday - displays the weekday name for the appropriate date.
Date - displays the date. The first day that is included in the 60 day tracking range is based on the tracking start date which
is specified on the Setup sheet. All subsequent dates are determined by adding a day to this date.
Note: All the calculations in the rows above the column headings are updated automatically when you filter a column. This
is especially useful if you filter the department / role column based on a specific department or role selection. All the
calculations will be updated automatically and the total number of employees that are present will be adjusted
automatically.
Error Codes
The following error codes may result from inaccurate input on the Tracking sheet and will be displayed in the Error Code
column.
■ E1 - this error code means that from date that has been specified in the appropriate row is before the to date. Fix the
error by entering the correct date range.
■ E2 - this error code means that the employee code that has been selected in column A on the Tracking sheet is invalid.
All the employee codes that have been entered on the Summary sheet will be included in the list boxes in column A and
the error can therefore be rectified by simply selecting a valid employee code from the list box. New employee codes must
be created on the Summary sheet before being available for selection.
Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved
before reviewing the leave data on the Summary sheet.
Troubleshooting Formatting Errors
The accuracy of the template is dependent on the conditional formatting rules that have been implemented in order to
display when employees are on leave and to indicate weekends and public holidays. If you follow the template instructions
to the letter, these rules will always function as they should.
In some instances, you may however inadvertently break some of these rules mainly by way of not inserting data as per
our instructions or copying data into the template in such a way that some of the conditional formatting rules are replaced.
If you therefore find that an employee's leave is not indicated correctly on the Summary sheet, we suggest completing the
following steps before you contact our Support department for assistance:
■ Go to the Tracking sheet and check whether the date inputs for the appropriate employee are correct and that both the
from and to dates have been entered or copied as valid dates (no error code).
■ Select the Conditional Formatting feature from the Home tab on the ribbon. Then select the Manage Rules feature before
selecting the This Worksheet option at the top of the window.
■ There should only be 6 unique conditional formatting rules - two that are applied to row 2 and four that are applied to all
the cells that form part of the Excel table on the Summary sheet. If there are more than 6 rules, it probably means that
some of the default rules have been duplicated.
■ Identify the rules that are duplicates of the default rules (which start from a cell range containing cell D7) - it will basically
be the same rules but just applied to different cell ranges. Delete all the duplicated rules.
■ Determine the location of the first cell in column D below the column heading (should be cell D7 if no columns or rows
were inserted before column D and row 7). Then determine the location of the last cell in the Excel table on the Summary
sheet. The last cell should be in the last row that contains data and in the last column with a column heading. There should
also
■ Nowbereturn
a smalltotriangle in the Rules
the Manage bottomfeature
right corner of the cell.
and replace Make
the cell a note
range of of
thethe cell location
4 rules that do (something
not refer to like
rowcell BK18).
2 with the cell
range between the first and last cells that form part of the table as per the previous two steps. Then click OK to save your
changes.
■ Re-open the Name Manager feature and review the two rules that are applied to row 2. These two rules only affect the
use of minimum & maximum staff totals and can be deleted if you are not using these settings. If the red highlighting is
missing from some cells in row 2, check that all columns form part of the cell range to which these rules are applied.
Note: Existing conditional formatting rules that are not duplicated should not be deleted otherwise the template will not
function as it has been designed.
Note: If you want to change the default colours that are being used for leave days, public holidays or weekends, open the
Conditional Formatting - Manage Rules feature (Home tab on ribbon), double click the appropriate rule (based on the
colour that is displayed next to the rule), click the Format feature and change the formatting accordingly. Background
colours are applied with the Fill formatting features.
Help & Customization
If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at [email protected] for assistance. This template has been designed with flexibility
in mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation
of your requirements.
© Copyright
This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws.
Any publication or distribution of this template outside the scope of the permitted use of the template is expressly
prohibited. In terms of the permitted use of this template, only the distribution of the template to persons within the same
organisation as the registered user or persons outside the organisation who can reasonably be expected to require access
to the template as a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the
template by parties outside of the organisation is however expressly prohibited and represents an infringement of
international copyright laws.
Page 5 of 12
Leave Tracker
Setup
© www.excel-skills.com
Tracking Start Date 3/29/2021
Include:
Fridays Yes 1
Saturdays No 0 Maximum Employees 999
Sundays No 0
Public Holidays No 0 Minimum Employees 1
Public Holiday Dates

1/1/2021
3/21/2021
3/22/2021 On this sheet:
4/2/2021 Enter the leave tracking start date and specify whether Fridays, Saturdays, Sundays and public holidays should be
4/5/2021 included as work days for leave purposes. The 60 day leave cycle which is included on the Summary sheet can be rolled
4/27/2021 forward or back by simply changing the leave tracking start date on this sheet. The public holidays which need to be
5/1/2021 taken into account needs to be maintained in the list on this sheet and the maximum & minimum employee levels are
6/16/2021 only used for conditional formatting purposes to highlight days when these thresholds do not apply.
8/9/2021
9/24/2021
12/16/2021
12/25/2021
12/26/2021
12/27/2021
1/1/2022
End of list
Leave Tracker Workday Status: Y Y Y Y N N N N Y Y Y Y
Summary Number of Employees Present: 11 11 11 11 0 0 0 0 8 8 8 8
© www.excel-skills.com Public Holiday Indicator: - - - - Y - - Y - - - -
Weekday: Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
12 Date: 29 Mar 30 Mar 31 Mar 01 Apr 02 Apr 03 Apr 04 Apr 05 Apr 06 Apr 07 Apr 08 Apr 09 Apr
Employee
Code Employee Name Department / Role D1 D2 D3 D4 D5 D6 D7 D8 D9 D10 D11 D12
1001 Employee 1 Management 1 1 1 1 0 0 0 0 0 0 0 0
1002 Employee 2 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1003 Employee 3 Support 0 0 0 0 0 0 0 0 0 0 0 0
1006 Employee 6 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1007 Employee 7 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1008 Employee 8 Admin 0 0 0 0 0 0 0 0 1 1 1 1
1009 Employee 9 Sales 0 0 0 0 0 0 0 0 1 1 1 1
1012 Employee 12 Admin 0 0 0 0 0 0 0 0 0 0 0 0
On this sheet:
A complete list of employee codes and names should be added to this sheet. Employees can also be ass
departments or roles to display leave applications on a departmental or role level. The calcula
formatting from column D onwards are all automated and based on the template setup and the lea
entered on the Tracking sheet. Only the columns with yellow column headings require user input.
Page 7 of 12
Leave Tracker Workday Status: N N Y Y Y Y Y N N Y Y Y
© www.excel-skills.com Public Holiday Indicator: - - - - - - - - - - - -
Weekday: Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed
12 Date: 10 Apr 11 Apr 12 Apr 13 Apr 14 Apr 15 Apr 16 Apr 17 Apr 18 Apr 19 Apr 20 Apr 21 Apr
Employee
1002 Employee 2 Admin 0 0 0 0 0 0 0 0 0 1 1 1
1006 Employee 6 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1007 Employee 7 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1008 Employee 8 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1009 Employee 9 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1012 Employee 12 Admin 0 0 0 0 0 0 0 0 0 0 0 0
On this sheet:
f employee codes and names should be added to this sheet. Employees can also be assigned to
roles to display leave applications on a departmental or role level. The calculations &
column D onwards are all automated and based on the template setup and the leave dates
racking sheet. Only the columns with yellow column headings require user input.
Page 8 of 12
Leave Tracker Workday Status: Y Y N N Y N Y Y Y N N Y
© www.excel-skills.com Public Holiday Indicator: - - - - - Y - - - Y - -
Weekday: Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon
12 Date: 22 Apr 23 Apr 24 Apr 25 Apr 26 Apr 27 Apr 28 Apr 29 Apr 30 Apr 01 May 02 May 03 May
Employee
1002 Employee 2 Admin 1 1 0 0 1 0 0 0 0 0 0 0
1006 Employee 6 Admin 0 0 0 0 1 0 0 0 0 0 0 0
1007 Employee 7 Sales 0 0 0 0 1 0 1 1 1 0 0 0
1008 Employee 8 Admin 0 0 0 0 0 0 1 1 1 0 0 0
1009 Employee 9 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1012 Employee 12 Admin 0 0 0 0 1 0 1 1 1 0 0 0
Page 9 of 12
Leave Tracker Workday Status: Y Y Y Y N N Y Y Y Y Y N
Weekday: Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
12 Date: 04 May 05 May 06 May 07 May 08 May 09 May 10 May 11 May 12 May 13 May 14 May 15 May
Employee
1002 Employee 2 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1006 Employee 6 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1007 Employee 7 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1008 Employee 8 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1009 Employee 9 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1012 Employee 12 Admin 0 0 0 0 0 0 0 0 0 0 0 0
Page 10 of 12
Leave Tracker Workday Status: N Y Y Y Y Y N N Y Y Y Y
Weekday: Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu
12 Date: 16 May 17 May 18 May 19 May 20 May 21 May 22 May 23 May 24 May 25 May 26 May 27 May
Employee
1002 Employee 2 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1006 Employee 6 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1007 Employee 7 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1008 Employee 8 Admin 0 0 0 0 0 0 0 0 0 0 0 0
1009 Employee 9 Sales 0 0 0 0 0 0 0 0 0 0 0 0
1012 Employee 12 Admin 0 0 0 0 0 0 0 0 0 0 0 0
Page 11 of 12
Leave Tracker
Leave Dates
© www.excel-skills.com
Leave Planner
Employee Work Error
Code From Date To Date Employee Name Days Code
1001 3/29/2021 4/1/2021 Employee 1 4 -
1002 4/19/2021 4/26/2021 Employee 2 6 -
On this sheet:
1003 4/26/2021 4/30/2021 Employee 3 4 -
Enter the leave application dates of all employees on this sheet. The data entered on this sheet
1004 4/22/2021 4/26/2021 Employee 4 3 -
is used to update the leave tracking summary on the Summary sheet. The template
1005 4/6/2021 4/9/2021 Employee 5 4 - accommodates an unlimited number of entries and multiple entries for each employee and
1006 4/26/2021 4/26/2021 Employee 6 1 - you therefore do not need to start with a new version of the template for each new financial
1007 4/26/2021 4/30/2021 Employee 7 4 - period.
1008 4/6/2021 4/9/2021 Employee 8 4 -
1009 4/6/2021 4/9/2021 Employee 9 4 -
1010 4/6/2021 4/9/2021 Employee 10 4 -
1011 4/22/2021 4/30/2021 Employee 11 6 -
1005 4/28/2021 4/30/2021 Employee 5 3 -
1010 4/26/2021 4/30/2021 Employee 10 4 -
1008 4/28/2021 4/30/2021 Employee 8 3 -
1012 4/26/2021 4/30/2021 Employee 12 4 -
Page 12 of 12

Leave Tracker Sample

Uploaded by

Copyright:

Available Formats

Leave Tracker Sample

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Leave Tracker Sample

Uploaded by

Copyright:

Available Formats

EXCEL-SKILLS.

Get the full version of this template!

enable editing to activate the link

Recording Leave Application Dates

Template Calculations & Formatting

Troubleshooting Formatting Errors

Help & Customization

Tracking Start Date 3/29/2021

Public Holiday Dates

You might also like