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The Ultimate Guide to Vacation Tracking in Excel

The Ultimate Guide to Vacation Tracking in Excel

Last updated on June 13, 2025

Frequently asked questions

In the Excel PTO tracker template, vacation days are recorded using codes (e.g., “V” for vacation). You manually subtract the number of days taken from each employee’s starting balance to calculate the remaining vacation time. Regular updates and accurate input are key to keeping balances correct.

Yes. The guide includes a free downloadable Excel vacation tracker with a pre-built calendar, color-coded leave types, and fields for employee names and balances. It’s designed to help small teams manage vacation tracking in Excel effectively.

Vacation days are recorded using two-letter codes entered directly into the calendar grid. For example, “P” for Paid Time Off, “S” for Sick Leave, and “V” for Vacation. These codes are pre-set in the tracker and grouped by deductible or non-deductible types.

Yes, but it requires creating a separate worksheet for each location. You’ll need to manually account for local holidays, PTO policies, and employee quotas, then consolidate the data using a summary sheet for a complete view.

It’s prone to manual errors, doesn’t give employees real-time visibility, and becomes hard to manage across locations. If it’s getting too messy, tools like Vacation Tracker automate the process and keep everything organized.