Employee Vacation Tracker

Often many organizations have allotted a number of days on which an employee can take off. These can be paid or unpaid as per the rules and regulations of the organization. To keep track of the vacations of the employees, an organization should maintain a worksheet.

This worksheet will include all the employees and the number of days they have taken off, they can take off and the number of days in their vacation left. This worksheet would not only help keep track but also can come handy at the time of scheduling vacations.


Employee vacation tracker is a spreadsheet, usually made in Excel, that keeps a record of the number of vacations taken by an employee. By giving this tracker a glance, a user can see when and for how many days an employee was absent for vacations.

Employee vacation tracker is different from employee attendance tracker as the latter tracker records overall presence and absence of the employee while the former records only the vacation time although it does indicate attendance. More precisely, it can be said that employee vacation tracker is a sub-component of employee attendance tracker.

Employee vacation is not only useful for the employer but for the employee as well. This template is used for various purposes and has many advantages some of which are discussed below:

  • Employees can request for vacations through this tracker and get approval within a short span of time.
  • The number of vacations left can easily be seen by the user either the employer or the employee.
  • It can track different types of off-days e.g. sick leaves, vacation days, etc.
  • When an employee is on vacation, his replacements can easily be managed based on the information provided by this tracker.
  • If the vacation days are more than the paid off-days, the tracker can indicate the employer if there is a need to slash the salary figure of the employee.
  • As it shows employee attendance as well, if the employee has not taken a lot number of off-days or vacation days, it might be rewarded by the employer.
  • It can generate a yearly employee report as well in terms of attendance.

Companies either choose to design their own trackers or utilize the available tracker templates. In the latter choice, time and money of the companies get saved as they can easily customize and update the existing templates based on their company requirements.

These templates have inbuilt formulas which automatically makes changes in different fields when any information is filled in. For instance, if an employee requests for seven vacation days and it gets approved as well, the field of ‘number of vacation days left’ automatically gets updated to reduce the available off days.

Employee vacation tracker is an effective and efficient way of recording, tracking and managing vacations of an employee. In addition, it has a feature of flagging of fields that indicate actionable fields. This is widely used by the companies as it presents an organized data that can be easily accessed and used.

Vacation tracker template

It is advised that the sheet should be divided according to the various departments in an organization. This would be helpful in organizing and would not look messy. You can allow various colors to various employees.

For example, you can use the color red for employees who have used up their off days, yellow for employees who are on their vacation, green for employees that haven’t used their vacations, blue for employees that are in line to take their vacations and etc.

You can always distribute such worksheets to supervisors and managers so they can better manage the vacations of the employees working under them. By taking this step, the burden will be evenly distributed and no one person would be responsible. You can also post this worksheet in a place where there is frequent traffic of employees. They can mark their off days so that other employees are aware of what the other employee is doing and will also promote transparency.

Employee vacation tracker

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Employee vacation tracker template

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