Managing time off requests in a company by using excel templates is one of the most common practices in every HR department. In this article we are going to show you how to create a free excel template from scratch for managing holidays and time off in your business.
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
To use Excel templates as time off management tools is still one of the most common ways to deal with holidays, sick leaves and other time off requests in 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 requests of annual leave you will need to complement it with emails to communicate with the employees manually. One of the most time consuming tasks for the person in charge of 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 then calculate the total remaining days that this employee take out.
So depending on your company’s size you will need tons of patience and check some tutorials to improve your excel skills.
For the team in charge of the Human Resources time off management, managing time off is one of the most time consuming tasks of the year. Their ability to organize the entire company calendar will help workers to enjoy their holidays and keep a normal workflow at the same time, without any decrease of productivity of the whole business.
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 free absence management systems that can help you simplify and automate this process, such as Factorial’s free holiday management 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 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. You can even access it directly from your browser without downloading any program or plugin. We are open 24 hours, 365 days a year!
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] 2019 would be enough.
- Start by immobilizing 4 columns on the left side of the screen.
- After this, merge the cells in the first row. Here we will write the current year (2019).
- 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.
If excel is not your thing, you can use the Factorial’s free time off management software. Forget about formulas, e-mails and counting days. By 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.