Staff Holiday Planner Spreadsheet UK, Annual Leave Tracker for Employees

Know who's off, when, and how many days everyone has left, without the wall chart or the guesswork.

Book leave once and this spreadsheet does the counting. It works out each person's allowance (pro rata for part-time staff and anyone who starts or leaves during the year), counts only the days they actually work, skips bank holidays, and shows you everyone's month on one colour-coded page. Days when too many people would be off are flagged in red before you say yes.

Made for UK small businesses, shops, cafes, salons, practices and teams of up to 50. Bank holidays for England and Wales, Scotland and Northern Ireland are filled in for 2026, 2027 and 2028. Choose whether bank holidays come out of the allowance (for example 28 days including bank holidays) or sit on top. A US edition (PTO and federal holidays) is included. Works in Google Sheets AND Excel.

WHAT'S INSIDE (8 tabs)
- Dashboard: people, who's off today, requests waiting for an answer, days taken, booked and left to book, sick days, a list of who's off now and coming up, who has the most leave left, and Bradford scores
- Month View: pick a month and see everyone at once: leave, sickness, other absence, requests, bank holidays and non-working days in different colours, with a daily count and a red flag when too many are off
- Year Planner: pick a name to see one person's whole year on one page, with their allowance, taken, booked and left. Ready to print for their file
- Staff: up to 50 people. Tick the days each person works, add a start or leaving date, their own allowance if different, carry-over and extra days. Allowance, bank holidays on their days, taken, booked, waiting and left to book fill in
- Leave Log: up to 500 bookings. Annual leave, sick, unpaid, compassionate, parental, training, appointments and other. Half days, and Requested, Approved or Declined
- Holidays: UK bank holidays 2026 to 2028 for each nation, plus your own closure days
- Setup: leave year start date (January, April or any date), full-time allowance, bank holiday rule, carry-over limit and the most people who can be off at once
- Start Here: plain-English instructions

Comes with sample data so you can see how it works, and instructions for clearing it and starting a new leave year.

WHAT YOU GET
- 2 versions: UK (bank holidays, dd/mm/yyyy) and US (PTO, federal holidays, mm/dd/yyyy)
- Quick Start guide (PDF)

HOW IT WORKS
- Download the files from your Etsy Purchases page
- Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
- Excel: just open it (Excel 2010 or later, Windows or Mac, or Excel for the web)
- Type in the cream cells. Everything else updates on its own
- A Quick Start PDF walks you through setup in 5 minutes

GOOD TO KNOW
- Plain formulas only: no macros, no add-ins, no subscriptions
- Formula cells are locked so you can't break them by accident (no password, so you can unlock and customise)
- Apple Numbers and LibreOffice aren't officially supported

PLEASE NOTE
- This is a DIGITAL download. Nothing physical will be shipped.
- Personal use only. Please don't share or resell the files.

This is a planning tool, not legal or HR advice. Allowances are worked out for staff with regular working days: check the current guidance for your workers, especially those on irregular hours.

Designed by Thexton Labs. Artwork and layouts were created with our own code, with the help of AI tools.