Best way to track vacation for employees in excel
Employee time tracking is a challenge for employers in this day and age. However, the best way to track vacation for employees in excel can help maximize efficiency and return on investment.
Having the ability to track the vacation for your employees can be important for a number of reasons. Employees want to know how their vacation time is being tracked, and you need to have the information at your finger tips to be able to enforce the rules if required. By using an excel spreadsheet and a couple of formulas, you can easily track the information and make revisions as needed.
If you’re like me and other people who have received an incredibly large amount of paperwork as a small child, you have gotten used to dotting your eyes on every form you signed. But when it comes to time off for employees, this could be bothersome. The reason why is because most people would rather just ask the person who is leaving than track vacation themselves. And even if they did ask, they might not actually want the full details on their system.
The best way to track vacation for employees in excel is to use a pivot table.
First, create a spreadsheet with the following columns:
-Employee name
-Date of absence (with date format “dd/mm/yyyy”)
-Days absent (with number format)
Then, create a pivot table with the following fields:
-Employee name as Row Labels and Days absent as Values.
The best way to track vacation for employees in Excel is by using a pivot table.
First, you need to create a new worksheet and name it “Vacation.” Then enter the names of all your employees in cells A1 through A10. Next, create a formula in cell B2 that calculates the number of weeks each employee has worked during this fiscal year. To do this, add up all the hours they’ve worked so far this year and divide by 52. This will give you one number for each employee. If they’ve only worked part of a day, use their total hours divided by 8 (this is how many hours in a day). Finally, copy this formula into cells C2 through E2.
Next, create an empty row below these formulas and name it “Total Weeks.” In this row, create a formula that adds up all the weeks from column D (cells D3 through E3). Copy this formula down into column F as well as across into G and H. Now that you have all your data organized into columns, we can start creating our pivot table!
To put it simply, your company will lose money. Employees who don’t track employee’s days off properly will have to pay the unused vacation days which can make a serious impact on their budget. We’re sure many employers would love to use the perk of “use it or lose it” policy, however, this policy doesn’t stand in most countries.
However, one less obvious thing is that companies can lose their employees too, which can have a grave impact on the company’s budget. Some studies suggest that replacing an employee can cost 6 to 9 months’ salary on average. To cut the costs of employee retention, companies should work towards having a solid leave tracking system that will enable them to avoid employee burnout and increase their motivation and engagement.
That’s why we decided to help out and share some tips on how to create an excel vacation calendar for employees and offer you some useful tools to use.
Excel vacation calendar can be a good solution for small to mid-sized businesses who don’t want to (or don’t have enough budget) for more refined leave tracking software. Even though you can make an excel vacation calendar for employees from scratch, you can also use a premade template from Excel as well. Then you can add some changes and adjust it to your businesses’ needs.
To create an Excel vacation calendar you need to:
- Open Microsoft Excel.
- Go to File > New and choose Available Templates.
- Find the Schedules option.
- Pick Business Schedules and select a template that is the best applicable to your business’s needs.
- When you choose a template, click Download> Open to open it in Excel and begin editing it.
Different templates have different features. Some of them are a 12-month year in one worksheet, vacation planner, to-do lists, budget, daily schedule, task trackers, etc.
How to edit your Excel vacation calendar?
Editing an Excel vacation calendar starts right after you download it. All you need is to pick a cell with the employee’s name on it, delete it, and type your employee’s name instead. Repeat it until you’ve inserted all your employees’ names in the excel vacation calendar. If you run out of rows, you can always add them by clicking the last employee row and then choosing the option Insert rows.
However, an Excel vacation calendar is not the best solution always.
Companies with a larger number of employees cannot rely solely on Excel vacation calendar to track their employee’s leave. For companies with more than 20 employees, using an Excel sheet can become a quite messy solution. Further, problems may arise if your company allows half-days off, has a PTO policy, and if you have remote workers, part-timers and full-timers.
Vacation Tracker comes as the perfect solution for tracking employee leave from small-sized businesses to enterprises.
We think that tracking employees’ leave through an Excel calendar is a thing of the past.
Technology moves forward and our work became more complex. We didn’t want to complicate things anymore and that’s why we decided to make an easy-to-use software compatible with a wide range of business models and leave policies. Our leave tracking tool enables managers to approve leave a request in minutes. Furthermore, employees can ask for their vacation, half-day offs, and day-offs by either:
- inserting /vacation command on any channel from their Slack account
- by typing in “request a leave” in a chat with the Vacation Tracker Microsoft Teams bot
- or through our easy-to-use online Dashboard!
Modifying leave policies to fit different business models is simple: administrators just have to use the “Settings page” and choose the model that suits them the most. The default leave type is “Paid Time Off”. However, there are all other leave types ranging from a sick day, conference, working remotely, PTO, paternity leave, jury duty and more. What’s more, there are up to 25 completely customizable leave types besides vacations and days off.
Managing employees’ leave in multiple offices with Vacation Tracker is also a snap! Vacation Tracker offers a possibility of different administrators for each office to approve or decline leave request. Additionally, there’s a possibility of filtering the calendar and dashboard by teams giving you the info specifically for that team.
Vacation Trackers’ chatbot sends managers a daily summary of pending requests as well as the pending reminders about the upcoming vacation. Which comes quite handy – there’s no more fear of forgetting the employees you were counting on is on vacation.
Some people like to have all the reports on paper. That’s why we decided to include one more awesome feature in Vacation Tracker. Managers can automatically schedule and export reports in CSV files which they can print later!