Free Vacation Tracker for Small Teams
Review small-team leave requests, requested days, approval status, balances, overlaps, and backup coverage before time off is confirmed.
Do this with AI
Make this vacation tracker fit your team.
Open the workbook and ask Griddy to adapt leave types, approval statuses, balances, approvers, or backup coverage.
What is in this workbook?
This workbook has three sheets: Coverage Calendar, Requests, and Team & Balances. Coverage Calendar is the quick-review surface, Requests is the editable working log, and Team & Balances holds supporting inputs, reusable context, or working rules.
How the workflow and formulas work
Use Requests for employee, start and end dates, leave type, status, approver, calculated overlaps, and coverage note; use Team & Balances for role, allowance, used, pending, remaining, and backup. Requested days uses MAX(End-Start+1,0), Overlaps uses COUNTIFS across request date intervals, and remaining balance uses MAX(Allowance-Used-Pending,0). Coverage Calendar counts overlapping requests, pending requests, and requested days.
How to use it in Griddy
Replace the sample values before sharing, then review the calculated Coverage Calendar fields after editing the working log. The workbook includes a dropdown validation resource and a conditional-formatting resource for the relevant review or status fields.
Keep sensitive records out of the workbook
Track dates and operational coverage only. Do not include medical reasons, diagnoses, or other sensitive employee information. This workbook is a planning aid and does not replace accounting, legal, HR, tax, or education-record systems.
Related guides
Learn how teams actually use this template
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Read guideExcelHow to Track Employee Vacation in Excel
A useful vacation tracker should show PTO balances, upcoming leave, and coverage risk at the same time. Here's how to structure the sheet so managers can actually use it.
Read guideDo this with AI
Make this vacation tracker fit your team.
Open the workbook and ask Griddy to adapt leave types, approval statuses, balances, approvers, or backup coverage.
