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Vacation and Sick Time Tracking Template

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Vacation and Sick Time Tracking Template
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Effectively managing employee time off is crucial to maintaining productivity, ensuring compliance, and supporting workforce well-being. The Vacation and Sick Time Tracking Template by Stackby gives HR teams and managers a centralized system to monitor paid time off (PTO), vacation requests, sick leaves, and remaining balances—all in one easy-to-use platform.

Say goodbye to scattered spreadsheets and inconsistent records. Whether you're a growing company or an established organization, this template ensures accurate tracking and better leave planning, making your HR processes seamless and transparent.

Streamlined Leave Tracking Made Simple

The template is built with an intuitive layout that helps you manage different types of employee leave efficiently. You can record and track:

  • Employee Name & ID – Identify and organize each employee clearly.
  • Leave Type – Vacation, sick leave, personal time, unpaid leave, and more.
  • Start and End Dates – Log the duration of time off accurately.
  • Leave Status – Pending, approved, rejected, or canceled.
  • Leave Balance – Monitor how many days each employee has used or has remaining.
  • Reason/Comments – Add a note for each leave request for transparency.
  • Approving Manager – Assign and display the manager responsible for reviewing each leave.

This structure gives both employees and HR teams visibility into leave requests and approvals, ensuring fewer scheduling conflicts and better resource planning.

Why Use This Template?

1. Centralized Time-Off Management
Avoid juggling between email threads and spreadsheets. This template lets you log and access every leave request in one place.

2. Customizable for Any Policy
Adapt the leave types, approval flow, and balance calculations to suit your company’s leave policies and regional compliance needs.

3. Easy Approvals & Collaboration
Assign approval managers, add comments for each request, and collaborate directly in the template to keep communication clear.

4. Maintain Transparency
Give employees visibility into their leave balance and application status—reducing back-and-forth queries to HR.

5. Track Historical Records
Keep a log of all past leaves and trends, which can be helpful during reviews, audits, or workforce planning sessions.

Practical Use Cases

  • HR Departments: Keep accurate records of each employee’s time off and ensure leave compliance.
  • Team Managers: Plan project timelines effectively by staying informed on team member availability.
  • Small Businesses: Maintain a lightweight yet powerful system to handle time-off requests without complex HR software.
  • Remote or Distributed Teams: Align schedules across different regions and avoid resource conflicts by logging all leaves centrally.

Views to Enhance Usability

  • All Leave Requests View: Master list of every time-off request, filterable by employee, date, or type.
  • Pending Approvals View: Focused list for HR or managers to review outstanding leave applications.
  • Leave by Employee View: Filter leave history by individual employees to track usage trends.
  • Monthly Calendar View: Visualize all vacations and sick days in a calendar format to help with scheduling.

How Stackby Makes It Better

Using Stackby’s powerful features, this template becomes more than just a tracker—it becomes an active workflow tool. Automations can notify managers of new requests. Form views allow employees to request time off through a dedicated portal. Formula columns can calculate total days taken or remaining leave balances.

Additionally, the interface is clean, filterable, and user-friendly, allowing for real-time updates and collaboration across departments.

Final Thoughts

The Vacation and Sick Time Tracking Template is your go-to solution for simplifying time-off management while improving visibility and accountability within your organization. Whether you manage a team of 10 or 1,000, this template brings structure, clarity, and flexibility to leave tracking.

Start using it today to improve planning, support HR operations, and give your employees a hassle-free way to manage their time off.

Would you like help generating sample data or setting up automated alerts for leave approvals and balances in this template? 

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