Posts Tagged ‘staff vacation planner’

2013 Staff holiday planner spreadsheet

Friday, November 18th, 2011

At the time of writing it nearing the end of 2011 so some of you may be searching for my previous staff holiday planner for 2012. If you are planning very far ahead (or if you are reading this in 2012/2013) you might want my 2013 staff planner. This is my latest free spreadsheet that can help you track staff holidays, training, sick days and offsite days.

2013 staff holiday planner spreadsheet

It comes configured with formulas that can automatically track the total number of holiday days remaining (columns C&D) for each employee. If you don’t want to use this simply delete those columns.

The default formula subtracts 1 or 0.5 from the remaining holiday if the employee cells contain the words ‘holiday’ or ‘half. You can copy and paste (ctrl-c, ctrl-v) the coloured tags (holiday, half, training, etc) from the top left into the staff planning cells and the totals are automatically updated.

It is easy to customise the formulas if you want to factor in sick days for example. See the 2012 planner for more example formulas. Note that the 2013 calendar formulas count the entire row (which includes the last bit of 2012 and the first bit of 2014), whereas the 2012 calendar formulas just count the 2012 year. You can adjust the formulas to suit your requirements.

As always the week numbers are based on ISO 8601, and the top and left parts of the staff planner are frozen so you can always see them – this makes navigation easy. Here is the download link:

Download 2013 staff holiday planner spreadsheet – 23kb

As the staff holiday planner has over 365 columns you won’t see the whole year if you open it with an ancient spreadsheet package such as Excel 97. You’ll need to use a more modern spreadsheet package such as Excel 2007 or OpenOffice (which is free). One workaround if you are forced to use Excel 97 at work is for you to use OpenOffice at home to split the spreadsheet into 2, one part for 2013 H1, and one for 2013 H2.

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.