How to Create Leave Tracker in Excel (Download Free Template)

Leave tracker is a widely used task for the human resource department to track every people for their vacation and working days. Almost every organizations use its employee leave tracker. In this article, we will demonstrate how to create a leave tracker in Excel. If you are also interested to know how to make it on your own, download our practice workbook and follow us.


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Download this free template while you are reading this article.


What Is Leave Tracker?

Leave is a database where we store the history of an employee’s vacation list. All detailed information about his receiving vacation is listed there. It is that database where we can easily see an employee’s performance and sincerity. Almost the HR manager of every company and the owner of small companies handle this type of leave tracker for their organization.


Step-by-Step Procedure to Create Leave Tracker in Excel

To demonstrate the procedure, we are considering a dataset of 5 employees of a company. We will create a leave tracker for them. The final outcome will be like the image shown below.

How to Create Leave Tracker in Excel


Step 1: Create Summary Layout

Here, we are going to create the summary layout for our leave tracker database.

  • First of all, launch Microsoft Excel on your device.
  • Now, rename the sheet name as Summary from the Sheet Name Bar.
  • Select cell F1.
  • Then, in the Insert tab, select the drop-down arrow of Illustrations > Picture > This Device.

Creating Summary layout to Create Leave Tracker

  • A dialog box called Insert Picture will appear.
  • Then, select your company logo and click Insert.

  • In our file, we are inserting our website logo to show the process and for your convenience.

  • Now, select the range of cells B4:I4 and select the Merge & Center option from the Alignment group.
  • Then, write down the title. We set the file title as Employee Leave Tracker. Keep your desired formatting to the cell.

  • In cell B6 write the title Year and cell C6 keep empty for the current year. We keep 2022 as we want to create the tracker for this year.

Creating Summary layout to Create Leave Tracker

  • After that, in the range of cells K8:L14, specify the leave type and a short form for them. We keep 6 different types of leave and their identical short forms.

Creating Summary layout to Create Leave Tracker

  • For creating the final summary table, select cell B8:I8.
  • Then, select Merge & Center option, and write down the table title. We keep our table title as Year Summary.

Creating Summary layout to Create Leave Tracker

  • Now, in cell B9, entitled the column name as Employee Name and set the range of cells B10:B14 for employees.

Creating Summary layout to Create Leave Tracker

  • After that, in the range of cells C9:H9, denote the leave short forms.

Creating Summary layout to Create Leave Tracker

  • Next, set 2 Total entities, one is column-wise from which we will know an employee’s total leave, and another is row-wise which illustrates the total leave quantity for any specific type of leave.

Creating Summary layout to Create Leave Tracker

  • Thus, we can say our summary layout is completed.

Creating Summary layout to Create Leave Tracker

Thus, we can say that we have completed the first task to create a leave tracker in Excel.


Step 2: Build Tracker List for Each Month

In this step, we will generate the leave tacker data list for every individual month. We are going to build it for January. For the rest of the months, the process will be similar.

  • At first, create a new sheet and rename it as Jan.
  • In the Home tab, select the Format option from the Cells group and click on Column Width.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • As a result, a small dialog box called Column Width will appear.
  • As we will see too many columns in this sheet, set the column width ~2.50 and click OK.

  • Then, select cell AF1, and insert your company logo similarly as we show in step-1.

  • After that, in cell B4, write down the following formula:

="January"&Summary!C6

  • Press Enter to store the data.

Build Tracker List for Individual Month

  • As the month of January has 31 days, and we need a column for the employees’ names, so select 32 columns that are from B6:AG6. Then select the Merge & Center option from the Alignment group.
  • In the marge cell, write down the following formula and press the Enter key.

=B4

Build Tracker List for Individual Month

  • Now, entitled cell B7 as Days and cell B8 as Employee Name.

  • Modify the cell format for the range of cells B9:B13 and keep them to input the employee’s name.

  • Now, we use the DATE function to get the dates. In cell C8, write down the following formula:

=DATE(Summary!$C$6,1,1)

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • After that, in cell D8 write down the following formula and drag the Fill Handle icon to copy the formula until date 28 appears.
=C8+1

Build Tracker List for Individual Month

  • In the last 3 cells AE8:AG8, write the formula shown below. This formula will help us to define all the dates according to the month. In this formula, we use the IF and MONTH functions.

=IF(MONTH($AD8+1)>MONTH($C$8),"",$AD8+1)

🔍 Breakdown of the Formula

We are breaking down our formula for cell AE8.

👉 MONTH($AD8+1): This function returns 1.

👉 MONTH($C$8): This function returns 1.

👉 IF(MONTH($AD8+1)>MONTH($C$8),””,$AD8+1):  This function returns the date.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • Then, in cell C7, write down the formula to get the corresponding weekday’s name in short form. The IF, INDEX, and WEEKDAY functions will help us to get the result.
=IF(C8="","",INDEX({"Su";"M";"Tu";"W";"Th";"F";"Sa"},WEEKDAY(C8,1)))

🔍 Breakdown of the Formula

We are breaking down our formula for cell C9.

👉 WEEKDAY(C8,1): This function returns 7.

👉 INDEX({“Su”;”M”;”Tu”;”W”;”Th”;”F”;”Sa”},WEEKDAY(C8,1)): This function returns Sa.

👉 IF(C8=””,””,INDEX({“Su”;”M”;”Tu”;”W”;”Th”;”F”;”Sa”},WEEKDAY(C8,1))):  This function returns the day name Sa.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • Next, drag the Fill Handle icon to copy the formula up to cell AG7.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • To ensure that only our defined leave short forms enter our tracker, we will add a data validation drop-down arrow.
  • For adding the drop-down arrow, select cell C9.
  • Now, in the Data tab, select the drop-down arrow of the Data Validation option from the Data Tools group.
  • Then, select the Data Validation option.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • A small dialog box called Data Validation will appear on your device.
  • In the Setting tab, select the drop-down arrow below the Allow title and choose the List option.
  • After that, write down the cell references $AH$8:$AM$8 in the box below Source or simply select them with your mouse.
  • Finally, click OK.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • You will see a drop-down arrow will add which contains all the short forms.
  • Now, drag the Fill Handle icon in the range of cells C9:AG13 to copy the drop-down arrow in all the cells.
  • Marked the weekends with a different color so that you can easily find them.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • After that, select the range of cells AH6:AM6 and choose the Merge & Center option.
  • Entitled the merged cell as Total.

  • Now, we use the COUNTIF function in the following formula in cell AH9, write down the following formula:

=COUNTIF($C9:$AG9,AH$8)+0.5*COUNTIF($C9:$AG9,AH$8&"H")+0.5*COUNTIF($C9:$AG9,"H"&AH$8)

🔍 Breakdown of the Formula

We are breaking down our formula for cell AH9.

👉 COUNTIF($C9:$AG9,AH$8): This function returns 1.

👉 COUNTIF($C9:$AG9,AH$8&”H”): This function returns 0.

👉 COUNTIF($C9:$AG9,”H”&AH$8): This function returns 0.

👉 COUNTIF($C9:$AG9,AH$8)+0.5*COUNTIF($C9:$AG9,AH$8&”H”)+0.5*COUNTIF($C9:$AG9, “H”&AH$8): This function returns the day name 1.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • Drag the Fill Handle icon with your mouse to keep the formula in the range of cells AH9:AM13.

  • In the range of cells AH8:AM8, write down the formula to show the leave type short forms.

=Summary!C9

Build Tracker List for Individual Month

  • In cell AH7, use the SUM function to sum the total number column-wise. To sum, use the following formula in cell AH7:

=SUM(AH9:AH13)

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • Then, drag the Fill Handle icon to copy the formula up to cell AM7.
  • Finally, our leave tracker for the month of January will be ready to use.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

  • Similarly, create the monthly leave tracker for the rest of the months of the year.

Build Tracker List for Individual Month to Create Leave Tracker in Excel

Thus, we can say that we have completed the second task to create a leave tracker in Excel.


Step 3: Generate Final Leave Tracker

Now, we will complete our Year Summary table in the Summary sheet to get the final report. We will insert a formula in the range of cells C10:H14 to extract the data from the individual month tracker. To get the final result, IFERROR, INDEX, MATCH, and SUM functions will help us.

  • In the beginning, insert the formula into cell C9.
=IFERROR(INDEX(Jan!AH$9:AH$13,MATCH($B10,Jan!$B$9:$B$13,0)),0)+IFERROR(INDEX(Feb!AH$7:AH$11,MATCH($B10,Feb!$B$7:$B$11,0)),0)+IFERROR(INDEX(Mar!AH$7:AH$11,MATCH($B10Mar!$B$7:$B$11,0)),0)+IFERROR(INDEX(Apr!AH$7:AH$11,MATCH($B10,Apr!$B$7:$B$11,0)),0)+IFERROR(INDEX(May!AH$7:AH$11,MATCH($B10,May!$B$7:$B$11,0)),0)+IFERROR(INDEX(Jun!AH$7:AH$11,MATCH($B10,Jun!$B$7:$B$11,0)),0)+IFERROR(INDEX(Jul!AH$7:AH$11,MATCH($B10,Jul!$B$7:$B$11,0)),0)+IFERROR(INDEX(Aug!AH$7:AH$11,MATCH($B10,Aug!$B$7:$B$11,0)),0)+IFERROR(INDEX(Sep!AH$7:AH$11,MATCH($B10,Sep!$B$7:$B$11,0)),0)+IFERROR(INDEX(Oct!AH$7:AH$11,MATCH($B10,Oct!$B$7:$B$11,0)),0)+IFERROR(INDEX(Nov!AH$7:AH$11,MATCH($B10,Nov!$B$7:$B$11,0)),0)+IFERROR(INDEX(Dec!AH$7:AH$11,MATCH($B10,Dec!$B$7:$B$11,0)),0)

🔍 Breakdown of the Formula

We are breaking down our formula for the month of January only. In our formula, we did that for every month and added those.

👉 MATCH($B10,Jan!$B$9:$B$13,0): This function returns 2.

👉 INDEX(Jan!AH$9:AH$13,MATCH($B10,Jan!$B$9:$B$13,0)): This function returns 0.

👉 IFERROR(INDEX(Jan!AH$9:AH$13,MATCH($B10,Jan!$B$9:$B$13,0)),0): This function returns 1.

Generating Final Summary Report of Leave Tracker in Excel

  • Then, copy the formula up to cell H14 by dragging the Fill Handle icon.

Generating Final Summary Report of Leave Tracker in Excel

  • Now, in cell I10, use the SUM function to sum the range of cells C10:H10.

=SUM(C10:H10)

Generating Final Summary Report of Leave Tracker in Excel

  • Double-click on the Fill Handle icon to copy the formula up to cell I14.

  • Again, in cell C16, write the following formula, to sum up, a specific type of leave.

=SUM(C10:C14)

Generating Final Summary Report of Leave Tracker in Excel

  • Finally, copy the formula up to cell I16 using the Fill Handle icon.

  • Thus, we can say our leave tracker is completed and ready to use.

Generating Final Summary Report of Leave Tracker in Excel

At last, we can say that we have completed the final task to create a leave tracker in Excel.


Step 4: Verify Leave Tracker with Data

Now, we input some leave data in our months and check our formula as well as the tracker’s accuracy.

  • At first, we input our employees’ names in the range of cells B10:B14.
  • Then, input some data for January in the sheet Jan.

Final Checking of Leave Tracker in Excel with Employee Data

  • Similarly, input some value for the months of February in sheets Feb.

Final Checking of Leave Tracker in Excel with Employee Data

  • Now, if you check the Year Summary table, you will find our formula is extracting the value from the month sheet and showing us individual employees and individual leave types.

Final Checking of Leave Tracker in Excel with Employee Data

Finally, we can say that our leave teacher file worked successfully, and we can track the leave data as well as we are able to create the leave tracker.


Conclusion

That’s the end of this article. I hope that this article will be helpful for you and you will be able to create a leave tracker in Excel. Please share any further queries or recommendations with us in the comments section below if you have any further questions or recommendations.

Don’t forget to check our website ExcelDemy for several Excel-related problems and solutions. Keep learning new methods and keep growing!

Soumik Dutta
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