Last updated on January 3rd, 2018 at 10:09 pm

stafftrakholidayManage Your Staff’s Holiday and Leave Easily with This Downloadable, Holiday & Absence Management, Smart Excel System

  • Download immediately after purchase

  • Fraction of the cost of cloud software

  • Loaded with time-saving macros

  • Record staff leave quickly

  • Printable leave report


  • Tracks vacation, sickness, maternity plus other types of leave
  • Customizable bank holidays so this can be used in any country
  • Time saving excel macros that automate and reduce manual labour
  • Simple Design and Easy Data Entry
  • Monthly and yearly views with automatic and itemized totaling of leave
  • Traffic light warning system for questionable leave patterns that could signal employee disengagement. (Bradford Factor)
  • Printable annual holiday report, (print by team or individual using filter)


  • Will save you time both entering data and managing absence
  • This is a more affordable alternative to expensive specialist hiring software
  • All within Microsoft Excel.


As soon as you have downloaded your smart excel template you can get started with your holiday leave management. Save a spare copy of the file, just in case you make a mistake in your working file. After the file is opened you will need to “Enable Editing” and “Enable Content” in order to make changes and allow totals to calculate.


There is a sheet titled, “instructions” which tells you how to use the document.

Bank Holidays

Firstly, you’ll need to go in to the ‘Bank Holidays’ sheet above and update it with the bank holidays for your country. The current file has been updated with UK bank holidays for 2017.


Annual Holiday and Leave Allowances

Go the tab, ‘Back End’ and update your annual leave allowances in column M. It is set to 20 days for holiday at the moment, but change in accordance with your own policies, along with the other leave allowances in column ‘M’. Great, you are now set to start recording holiday. If you need to set a specific allowance for an individual to account for things like carried over holiday, days in lieu or a service reward, go into the allowances tab in the document and adjust their allowance accordingly.

Recording Holiday

Click on the Leave Form’ Tab and you’ll be able to enter staff holidays. Enter the name of the person taking holiday, the start date and end date of leave and the type of leave, which is chosen from a select box. The system will calculate the number of working days. You can enter more than one leave record at a time. At the end, just click enter and your leave records will be submitted.


Monthly Analysis

You can view all the leave records for the month by clicking on the monthly analysis tab. You can view alternate months by changing the year or month setting in the top left. This view makes it easy to compare holidays and plan absences.If the box shows red, your staff’s attendance pattern may be causing disruption to your team.


Yearly Analysis 

This view enables you to see the aggregated leave by year for each employee. It also has a Bradford factor traffic light system, to let you know if there are any strange leave patterns. If the box shows red, your staff’s attendance pattern may be causing disruption to your team.


Printing (Team or Individual Holiday Record)

If you want to print a team annual holiday report, use the annual holiday report above. You can print the entire team annual holiday report from this view.

If you want to print an individual record, e.g. for one employee, select the upside down triangle in cell D8 next to employee name. This is a filter. You can then deselect all the employees apart from the one you want to view.

Once you click ‘OK’, just the selected employee’s holiday record will be shown, (which is Martin’s record based on the example image) and you will be able to print the individual holiday record without revealing other staff’s (Derek’s) holiday records.

If you want to print a different employees record, click on the filter again and deselect everyone apart from the employee’s record you want to print, and so on.

If you want to see the global view of all records, go into the filter again and ‘select all’.

Value for money: 

  • It would cost about £150 to have a VBA developer design this for you business making it very good value, saving you over £100 from the outset.
 Cloud Based Holiday Software VS StaffTRAK Holiday Software (PRICE COMPARISON)
Rota  Software Vendor Yearly Price Estimate
Actiplans Holiday Tracker £300 a year for  30 staff
Tracksmart Attendance £200 a year for 30 employees
Engage Absence Management £588 a year for 30 employees
StaffTRAK Holiday and Absence £30 for unlimited employees
  • Download immediately after purchase

  • Loaded with time-saving macros

  • Record staff leave quickly

  • Printable leave report

This entry was posted in Small Business HR. Bookmark the permalink.

Add a comment

Leave a Reply

Your email address will not be published. Required fields are marked *