A calendar sheet to help you track annual leave in one place
This is the wall chart where you can track everyone’s annual leave in one place (example image at the top of the page). It is a report for viewing only. The only fields you should need to touch in this sheet are the Month and Year fields in the top left corner.
Any leave you add to the Leave sheet will automatically appear in the Calendar sheet.
Input your employees, their departments and their details
In the Employees sheet, you can enter their names, departments, whether they take leave in days or hours, and their allowance.
The Taken column is calculated for you based on the leave you have entered for each employee, and the dates filtered above. ‘Taken’ leave is defined as leave for today or earlier.
The Booked column is similar to the Taken column but considers leave which is for future dates (and therefore not taken yet).
The Remaining column shows how much leave each employee has remaining to book. It is calculated as the Allowance – Taken – Booked.
Enter annual leave to start tracking
You then enter annual leave into the Leave sheet. Each row should be 1 day of leave – so if the employee takes 5 days, then this would be 5 rows. If the employee takes a half-day, then the amount would be 0.5. The amount should be given in the unit (days or hours) which the employee is set up for.
Columns A and B are automatically calculated for you, but if you insert a new row, you must copy these formulas to the new line.
Lookups to customise the leave types in your business
The lookup sheet allows you to configure the different types of leave which you manage. Add the codes, and colour-code them for easy referencing. If you change the code/colour combinations, you must update the conditional formatting on the Calendar sheet.
Deduct from allowance is Yes/No and determines whether the leave of this type will deduct from the allowance of the employee.
Updating the sheet for next year
You don’t need to update the sheet for next year. Instead, simply change the reporting period, and it will continue to work correctly. However, you cannot track changes to employee allowances across years, so if you need to track this, you will need to take a copy of the Google Sheet and update it for next year, here are the steps to follow.
Need an even better solution?
Leave Dates is the easiest way to track staff annual leave for free.