Allowance balances
Enter each person’s agreed allowance and carry-over, then see approved, pending and remaining days.
Free Excel template
A useful holiday tracker, ready to download.
Plan annual leave for up to 30 people with allowance balances, half days, approval status and a full-year team calendar.
Download the free spreadsheetWorks in current desktop versions of Microsoft Excel. No macros.
There is no email gate. TimeHR does not receive anything you enter in the workbook.SummaryEmployeesLeave logYear calendar
ApprovedPending
Full and half days
Record full requests or half-day boundaries without editing the calculation formulas.
Approval status
Keep approved, pending and declined requests separate so the balance stays understandable.
Year calendar
Scan up to 30 people across every month, with approved and pending dates clearly distinguished.
Set up in minutes
Enter the facts. Let the workbook do the totals.
The example employee and requests show how the formulas work. Replace them with your own team before you begin.
- 01
Add your people
Enter an employee ID, name, team, agreed allowance and any carry-over on the Employees sheet.
- 02
Record holiday requests
Add the start and end dates, full or half-day boundaries and current approval status in Leave log.
- 03
Review balances and cover
Use Summary for totals and Year calendar to see who is away on the same working dates.
Included
An operational planner, not an empty grid.
- Start here instructions and an editable-cell legend
- Employee and leave tables with guided choices
- Working-day totals that exclude weekends and dates you add
- Approved, pending and remaining allowance summaries
- A twelve-month calendar for up to 30 active people
Before you download
Practical questions, answered.
What the template does, where your data goes and when dedicated software is a better fit.
Is the spreadsheet really free?
Yes. Download and use it without creating an account or giving TimeHR an email address.
Does TimeHR receive employee data?
No. The workbook is a file you save and manage. TimeHR does not receive anything you enter unless you separately choose to create a Time Off account and add data there.
Does it calculate statutory entitlement?
No. You enter each person’s agreed allowance. Use current official guidance or qualified advice when you need to determine entitlement.
Can it record half days?
Yes. Select Half day for the first or last day of a request. For a single half day, use the First day field.
Which spreadsheet apps does it support?
It is built and recalculated in Microsoft Excel as an .xlsx file with no macros. Other spreadsheet apps may open it, but formula and validation behaviour can vary.
When should we move beyond a spreadsheet?
Consider dedicated software when employees need to submit their own requests, managers need consistent rules and decisions, or several people need one live version of the calendar.