Free Vacation Tracker for HR Managers
Give HR managers one operational view of leave requests, balances, approvers, department overlap, coverage owners, and remaining days.
Do this with AI
Make this leave tracker fit your HR review.
Open the workbook and ask Griddy to adapt departments, leave statuses, approvers, balances, overlap checks, or coverage owners.
What is in this HR vacation tracker?
The workbook has three sheets: Organization Leave Dashboard, Organization Leave Requests, and Setup. The request sheet records staff ID, department, role, start and end dates, requested days, status, approver, coverage owner, allowance, used days, balance if approved, overlaps, and coverage status. The dashboard summarizes requests, pending requests, requested days, overlap signals, and rows needing review.
Review balances and department overlap before approval
Workbook formulas calculate requested days in column F, status-aware remaining balance in column L, and same-department date overlaps in column M. Declined requests are excluded from overlap checks. For example, review two pending requests in the same department with overlapping dates against staffing needs and the named coverage owners before approving either one. An overlap signal prompts a review; it does not decide whether coverage is adequate or approve leave.
Replace the sample rows and rules
Replace the illustrative staff IDs and dates, then update the leave year, overlap rule, approval rule, and review cadence in Setup. Keep department names and status labels consistent. Check requested days, allowance, used leave, balances, approvers, and real coverage owners against your records before relying on the dashboard. The workbook includes dropdown and conditional-formatting resources for review fields; inspect the results after editing.
Keep sensitive records in your HR system
Use work IDs and operational coverage only. Keep medical information, protected leave details, leave reasons, payroll, and personnel records in the HR system of record. This spreadsheet supports planning and review; it does not enforce your leave policy or replace your HR system.
Related guides
Learn how teams actually use this template
Do this with AI
Make this leave tracker fit your HR review.
Open the workbook and ask Griddy to adapt departments, leave statuses, approvers, balances, overlap checks, or coverage owners.
