Managing employee time off shouldn’t feel like a full-time job. But for our small team, it was starting to become exactly that.
Between last-minute vacation notices, unclear sick days, and scattered calendar invites, we were constantly asking:
“Who’s in this week?” “When is Donna back?” “Can Steve work next Monday?”
It wasn’t scalable. We didn’t want to invest in a full HR software just to manage time off. So, we decided to do what we do best: build a smart solution using Google Sheets and Google Forms.
The Problem: Too Many Tools, Not Enough Clarity
Our team used emails, chat messages, and verbal updates to manage time off. Each person had their own way of notifying the team, which made tracking availability a nightmare—especially across departments.
When planning projects or setting meetings, we constantly stumbled into conflicts. It was time for a central, automated solution.
The Solution: Team Time Off Tracker Built in Google Sheets
That’s when we created the Team Time Off Tracker – a lightweight, fully automated system built with Google Sheets and connected to a Google Form.
Now, anyone on the team can submit a time off request using a simple form. That data flows into a structured dashboard, showing:
- Upcoming vacations, WFH days, and sick leave
- A color-coded calendar view by week
- Department filters and summaries
- An employee-level breakdown of total days off by type
- A centralized employee database with department info
Watch the full video walkthrough here:
🎥 How to Track Employee Time Off Using Google Sheets
What’s Included in the Template
When you download the Team Time Off Tracker for Google Sheets, you’ll get:
✅ A Google Form that auto-captures emails and requests
✅ A pre-built response log with added formulas
✅ Department-level filtering and employee insights
✅ A dashboard showing total time off by leave type
✅ A dynamic weekly calendar populated with time-off text
✅ Easy-to-use layout — no technical skills needed
Whether you’re running a startup, a growing team, or a remote-first company, this tool helps you stay organized and plan ahead.
Why Google Sheets?
Google Sheets is fast, flexible, and free. No extra logins, no new software. Everyone on your team already knows how to use it.
And because this system is based on Google Workspace, it works seamlessly with your company email accounts, calendars, and internal workflows.
Get Started Today
Ready to bring order to your team’s time off planning?
🛒 Download the Team Time Off Tracker here
📺 Watch the video demo on YouTube
Say goodbye to time-off confusion and hello to smooth planning with this smart, automated solution.