Managing holidays and time off requests with Excel [Template 2017]

Excel Template Time Off Company holidays

Managing time off requests in a company using excel templates is one of the most common practices on every HR department. On this article we are going to create from scratch a free excel template so you can decide if rather using this outdated method or saving from 5 to 6 hours each month with the Factorial’s free HR software.

How to manage holiday requests of the employees with excel
Time off management techniques for companies
Creating an excel template step by step
Download the free time off excel template
 Free Holiday management software

How to manage holiday requests of the employees

The excel templates as time off management tools are still one of the most common ways to deal with holidays, sick leaves and other time off requests on a lot of companies. With a mid-high level of Excel skills it’s possible to create a useful template that can help you count how many days each employee will be out of the office, but it’s not the most efficient tool.

If you already use excel to manage holiday requests you will need to complement it with emails to communicate with the employees manually. One of the most complicated tasks for the person in charge of the human resources is talking with each employee and write down their requests into an excel file, check that there are no other people already on holidays during the same days and calculate the total remaining days that this employee still can request.

So depending on your company size you will need tons of patience and check some tutorials to improve your excel skills.

Time off management techniques for companies

For the team in charge of the human resources time off management is one of the most time consuming tasks of the year. Their ability to organize the entire company calendar will help workers being able to enjoy their holidays and keep a normal workflow without any decrease on the productivity of the whole company.

As the human team grows, this task becomes more complicated and negotiations with each employee can affect an entire department. In addition to the Excel file, there are other absence management systems that can help you simplify and automate this process, such as Factorial’s holiday management software.

Factorial free hr software

With the time off software, employees can request holidays through Factorial without the need to exchange cumbersome e-mail chains. The person in charge of the human resources can easily accept or deny all these requests and see in real time if there is any overlap with another employee’s holidays or sick leave. The good thing of that is to access directly from your browser without downloading any program or plugin. We open 24 hours 365 days a year!

Creating an excel template step by step

If you still want to create your own Excel template,we will explain how to proceed step by step. First, you will need to install the microsoft excel or derivatives program on your computer. Remember that it is a paid program and unless your company provides you with the corresponding license, you can only use it for a limited time. Another option would be using the Google spreadsheets tool.

  • Create a new Excel file and name it so it’s easy to remember. Something like Time off Requests [CompanyName] 2017 would be enough.
  • Start by immobilizing 4 columns on the left side of the screen.
  • Once you do it, combine the cells in the first row. Here we will write the current year (2017).
  • On the second row, make divisions of 28/29, 30 and 31 days for each month. January, February, March… well until December.
  • On the third row you can create a formula that counts the previous number + 1 so that the number automatically appears.

If you followed the steps correctly, you should have something like this:


Now return to the left part of the screen, to the section that we immobilized at the beginning and add all the information that appears in this other screenshot. Team, Employee name, Total available holidays days and remaining days.


This first version of the excel template can help you keep track of each employee. If you want to have even more control of the tool you can always add formulas to improve it.

Download the free time off excel template

If excel is not your thing … you can use the Factorial’s free time off management software. Forget about formulas, e-mails, counting days … Using Factorial you can easily accept or deny each employee’s time off request, check how many days this employee has already requested or check if the request overlaps with other absences. Automatically, no need to update calendars. You just have to decide and we will do everything else. If we still have not convinced you, you can download here the basic excel template for free.

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