Crew Attendance & Leave Tracker: Lates, Absences, Vacation Approvals and Crew Contacts (Excel)

Tagline: Know who's in, who's late and who's off, all in one sheet.

Description

Small crews still need a clear record: who showed up, who was late, who called in sick, and whose vacation is approved. This tracker keeps your crew roster, a daily attendance log and leave requests together, and fills in a colour-coded month grid and a daily dashboard for you.

Each person has a position, a direct report supervisor, a crew, a phone, an email and an emergency contact. Give them a rotation (5/2, 10/4, 14/7, 21/7 or 7/7) and a start date, and their days off fill in on their own. Approved vacation shows on the grid without logging each day.

What's in the zip

• EXAMPLE tracker (.xlsx), filled in for a made-up company and crew
• BLANK tracker (.xlsx)
• Print preview PDF showing sample printed pages
• README quick start
• 10 tabs: Instructions · Dashboard · Setup · Crew · Attendance Log · Leave Requests · Month Grid · Summary · By Supervisor · Lists

Key features

• Crew roster for up to 100 people: name, position, direct report supervisor, crew, phone, email, emergency contact, start date and vacation balance.
• Attendance log: Present, Late (with minutes), Absent, Sick, Vacation, Day Off and Stat Holiday, with checks for duplicates and missing details.
• Leave requests: Pending, Approved or Declined, with working days counted, the balance checked, and a warning when someone on the same crew or under the same supervisor is already off.
• Rotation days off fill in automatically. Vacation over rotation days off doesn't use up vacation days.
• Month grid with colour letter codes. It prints with no contact details, so it can be posted.
• Dashboard: pick a date to see who's in, late, off or absent, who isn't logged yet, and pending requests.
• Summary per employee and by supervisor, with a REVIEW flag for lates, late minutes, unexcused absences and sick days (limits you set).
• Pop-ups and dropdowns on every input cell, with stop messages when something doesn't fit. No macros.

Who it's for

Small contractors, shops and service crews who track attendance and time off on paper or in their heads.

FAQ

Does it work in Google Sheets? You can upload it, but Google Sheets shows the pop-up help differently (or not at all), drops the sheet protection and ignores the print layouts.

Does it follow Alberta employment rules? It includes notes on Alberta general holidays and vacation, marked "check current rules". It is not legal advice and does not calculate holiday or vacation pay. Check alberta.ca and your contracts or union agreement. Federally regulated work follows the Canada Labour Code.

Does it do payroll? No. It tracks attendance and time off. For hours and pay, see the Weekly Timesheet.

Is my crew's information safe? The file holds personal contact details and attendance records, so store it securely, share it only with the people who need it, and post the Month Grid, not the Crew sheet. Nothing leaves your computer: it's a plain Excel file.

Disclaimer: a tracking aid, not payroll, HR or legal advice. Example names, phone numbers and emails are made up.

About the maker

Built by a tradesperson with 35 years in fabrication and construction across Western Canada.

Compatibility (spreadsheets)

• Made for Microsoft Excel 2016 or newer, Windows or Mac. Plain .xlsx with no macros.
• LibreOffice Calc (free): every workbook recalculates with no formula errors.
• Does it work in Google Sheets? You can upload the .xlsx and open it in Google Sheets, but Sheets drops the sheet protection (so grey formula cells can be typed over) and ignores the print layouts. For printing, Excel is recommended.
• Not tested in Apple Numbers.
• Type in the yellow cells. Grey formula cells are locked (no password), so you can't break a formula by accident.
• Grab the free Bid Go/No-Go Scorer first. It's built the same way, so if it opens and works on your computer, the paid sheets will too.

Licence

One-business licence: use it across your business (all its sites and crews) on as many jobs as you like. Please don't resell, share or publish the blank templates outside your business. Completed job files and filled-in forms can go to your clients, prime contractors, auditors and regulators.

Refund policy

Because these are digital downloads, I don't offer refunds once a file has been delivered. Please check the compatibility list above before you buy, and grab the free Bid Go/No-Go Scorer to test on your computer first. If a file won't open or something isn't working, email me at support@bidsheets.ca and I'll help you sort it out.

Updates

Buyers get the 2027 update free. I'll email you the new version when it's ready. Each January I refresh the payroll rates (CPP, EI, WCB) in the estimating workbook and fab calculator, re-check the Alberta OHS and prompt-payment references in the safety and billing products, and re-check the standards references in the takeoffs.

Support

Questions? Email support@bidsheets.ca. I usually answer within 2 business days.