Ultimate PTO & Leave Tracker

Know every employee's holiday balance today, who is off next, and what needs your attention, without HR software or a monthly fee.

Made for UK small businesses and team leads. Add your team once, log each booking with dropdowns, and the tracker counts the working days for each person: it skips their own non-working days and the bank holidays for their region (England & Wales, Scotland or Northern Ireland, 2026 to 2028 from gov.uk). Part-time pro-rata, accrual, carry-over, starters and leavers are worked out for you.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Balances for every employee: allowance, bank holidays on their work days, entitlement this year, earned to date, carry-over in and lost, booked, pending, remaining, can book now, sick days and a status
• UK bank holidays 2026, 2027 and 2028 for England & Wales, Scotland and Northern Ireland (gov.uk), chosen per person, plus your own closure days
• Part-time and shift patterns: give each person a work pattern (e.g. Mon–Wed or Sun–Thu); the allowance is pro-rated and only their working days count
• Bank holidays on top of the allowance or included in it, deducted automatically on each person's working days
• Accrual: up front or one-twelfth a month (e.g. first year in the job), starters and leavers pro-rated, untaken leave shown for a leaver's final pay
• Carry-over: your cap and use-by date, with "protected" carry-over for leave missed through sickness or family leave
• Checks on every booking: clashes in a department, short notice (2 x days + 1), overlapping bookings, leave outside employment, text in dates, and a 5.6-week legal-minimum check per person
• Team Calendar: any month, one row per person, filter by department; Year Calendar: the whole year for one person or everyone
• Dashboard: key numbers, "What needs your attention", who is off next, days by type, month and department, people off in the next 12 weeks, and 4 charts
• Up to 100 employees, 1,000 bookings, 8 leave types and 12 work patterns

How it works (3 steps)

1. Set up once: leave year, full-time allowance, bank holiday rule, carry-over and work patterns on Settings (about 5 minutes)
2. Add your team: one row per person on Employees, with region and work pattern
3. Log leave: one row per booking on the Leave Log. Balances, both calendars and the Dashboard update themselves

What's included

• PTO-Leave-Tracker.xlsx: filled with fictional example data (14 employees, 58 bookings) so you can see how it works
• PTO-Leave-Tracker-BLANK.xlsx: an empty copy, ready for your own team
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• UK rules follow gov.uk "Holiday entitlement" (checked 02/11/2026): most workers get at least 5.6 weeks of paid holiday a year, capped at 28 days for a 5-day week; part-time workers get it pro rata; bank holidays can be counted as part of it; by default a worker gives notice of twice the length of the leave plus 1 day
• Leave year: any start date (e.g. 1 January or 1 April). Dates show as DD/MM/YYYY
• Irregular-hours and part-year workers build up holiday at 12.07% of hours worked (gov.uk). This tracker works in days, so use the gov.uk calculator for them
• Outside the UK? Choose "None (own list only)" and type your own public holidays
• FAQ: Can staff book leave themselves? No, it is one file kept by the person who approves leave. Share a view-only copy in Google Sheets if your team wants to see the calendar
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer

DISCLAIMER

This tracker is a record-keeping aid, not legal or HR advice. Your contracts and policies decide your rules. It does not work out holiday pay or Statutory Sick Pay. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.