Posts Tagged ‘staff calendar’

2012 staff holiday planning spreadsheet

Monday, April 11th, 2011

This staff holiday planning spreadsheet is a 2012 updated version of my 2011 staff holiday planner. This time the formulas for calculating the remaining holiday are in the default sheet – if you don’t need them you can just delete the columns.

2012 staff holiday planner xls

As before the calendar planner shows the whole year left to right, with employee name down the side. As there are 365+ columns (for the days) you’ll need a spreadsheet package like Microsoft Office 2007 or OpenOffice to view the whole year. If you try to view it with a very old package like Microsoft Office 97 the year will get truncated after 256 columns.

Week numbers are listed according to ISO 8601. The top and side areas are frozen to make navigation easier, and there are some pre-prepared categories at the top left that you can copy and paste to the relevant cells (Ctrl-c, Ctrl-v are the shortcuts). Filtering for role and staff member name is set up as well.

Download 2012 staff holiday planner – XLS 22kb

The total number of holidays for the staff member can be entered into column C, and then column D automatically shows how many holiday days are left. You can replace the formula in column D if you want behaviour different to the default.

Count full day holidays and half day holidays

This is the default formula for cell D6 which counts whole and half holiday days.

=C6-(COUNTIF(G6:NG6,”=Holiday”)+(COUNTIF(G6:NG6,”=Half”)/2))

Count holidays only

If you want to use this formula paste into cell D6 and then copy down.

=C6-(COUNTIF(G6:NG6,”=Holiday”))

Count holidays plus sick days

=C6-(COUNTIF(G6:NG6,”=Holiday”)+COUNTIF(G6:NG6,”=Sick”))

Count holidays plus sick days (with new ‘Half’ holiday value which subtracts 0.5 days)

=C6-(COUNTIF(G6:NG6,”=Holiday”)+COUNTIF(G6:NG6,”=Sick”)+(COUNTIF(G6:NG6,”=Half”)/2))

OpenOffice Err:508

If you are using OpenOffice then you need to convert the commas in the above formulas to semi-colons. e.g. =C6-(COUNTIF(G6:NG6,”=Holiday”)) would change to =C6-(COUNTIF(G6:NG6;”=Holiday”)). Formulas that are in the default spreadsheet will work, this just applies to newly added formulas.

2011 staff holiday planner

Friday, November 12th, 2010

I had a request to create an Excel staff holiday planner in addition to my usual one page calendars that you’ll find on this site. The Excel staff holiday calendar for 2011 can be used to note down holidays, training days, sick days, and home/off-site time at your company. Here’s an example of what it looks like with some information filled in.

2011 staff holiday planner example

Is has the whole of 2011 going left to right, and staff members can be listed from top to bottom. The weekends and months are coloured, and the days are labelled to make it easy to see where you are in the calendar. Week numbers are listed as well – I’m using the ISO 8601 week numbering convention if you are interested in such things.

I’ve frozen the top and left parts of the spreadsheet so they are always on screen. The staff role column has an auto-filter box in case you want to filter by job type. And on the top left (highlighted in the red box below) are a number of colour coded categories that you can easily copy and paste into the relevant cells. Change the category names, and colours to suit your taste.

2011 staff holiday planner categories

To delete the colours in any cells just copy and paste an empty cell over it (Ctrl-C, Ctrl-V is the fastest way).

Here’s a final picture of the blank staff planner which you can download for free from the link underneath it.

2011 staff holiday planner blank

Download the 2011 staff holiday planner calendar – Excel XLS (20kb zipped)

Staff holiday planner with remaining holiday formulas

By popular demand I’ve created a second version of this spreadsheet. This one has built in formulas to calculate the remaining holiday. It has extra slots at columns C and D for allocated holiday, and remaining holiday. Column D counts cells containing the work ‘Holiday’ and ‘Half’ which subtract one day and half a day respectively from column C. If you look in the comments of this page you’ll see some other formulas as well for counting holidays only, and also for counting holidays and sick days as well.

2011 staff holiday planner formulas

I’ve set the XLS to count to the end of 2011 only, even though the holiday planner extends into the first few weeks of 2012. If you want different behaviour you’ll need to make some minor modifications.

Download the 2011 staff holiday planner calendar with formulas – Excel XLS (21kb zipped)

If you have any suggestions for the 2012 version let me know in the comments below.

Note: You’ll need at least Excel 2007 (or OpenOffice which is free!) to view the whole year, as earlier versions of Excel limit the number of columns to 256. And we need 365+ columns to fit the whole year in!