PTO Tracker Template
Track paid time off for your team right on this page. Add a row for each request with the employee, leave type, start and end dates, days taken, and days left. The Days taken column adds up as you go. Download the CSV or print it when you are done. No sign-up and nothing to install.
Add one row per time off request. The Days taken column adds up so you can see how much leave the team has used. Put the days left after each request in the Balance left column.
What a PTO tracker has to get right
Four things, and a spreadsheet can do all of them for a small team: each person's opening balance, what they have accrued so far this year, what they have taken, and what is left. The fourth number is the only one anyone asks about, and it is the one that goes stale fastest.
The part people underestimate is pending requests. A balance that ignores approved-but-not-yet-taken leave will happily let two people book the same fortnight, and you find out when someone is already at the airport.
When the spreadsheet stops being the answer
A tracker in a sheet breaks for a predictable reason: there is one copy and one person maintaining it. Requests arrive in email or chat, get typed in later, and the version on the shared drive is a few days behind whatever the truth is.
The tell is when people stop trusting it and start asking you instead. At that point the sheet has become a second job rather than a tool.
Under about ten people and a handful of requests a month, a sheet is genuinely fine. Past that, time off in TimeTracker runs the same job with real leave policies, accrual, requests and approvals, and everyone checks their own balance instead of asking. Approved leave also shows on the team schedule, so double-booked weeks get caught before they happen.
Working out the accrual to put in it
A tracker needs an accrual rate to count up from, and that figure is easy to get wrong when a policy is quoted in days but paid in hours. The PTO accrual calculator converts a yearly allowance into a per-period or per-hour rate.
If you are setting a policy rather than tracking one, what PTO is and how it accrues covers the choices: accrued or lump sum, whether sick time shares the balance, carryover caps, and what happens to unused days when someone leaves.
Frequently asked questions
Common queries and answers about the pto tracker template.
- Can I fill this PTO tracker in on the page?
- Yes. Type straight into the grid, add as many rows as you need, and the Days taken total updates as you go. Download the CSV or print it when you are done.
- How do I work out the balance left?
- Start with each person's yearly allowance, then subtract the days they take. Put the number of days left after each request in the Balance left column so you always know where they stand.
- What leave types can I track?
- Any type you use. Type the name in the Leave type column, such as Vacation, Sick, Personal, or Unpaid. You can mix different types in the same sheet.
- How do I count days off across a date range?
- Count the working days between the start and end dates, and skip weekends and holidays your team does not work. Put that number in the Days taken column.
- Is my PTO tracker saved?
- No. The grid lives in your browser and clears when you close the tab, so download the CSV before you leave. A free TimeTracker account keeps every request and balance for you.
- Does this work for a whole team?
- You can list many people in one sheet, one row per request. For live balances and approvals, TimeTracker tracks each person's leave and updates their balance the moment a request is approved.
Tired of doing this by hand?
TimeTracker captures every hour automatically and turns it into timesheets, invoices, and live profitability.