Leave Request & Tracking System: Excel Template for Small Business

If you're still managing staff leave through email threads, a shared calendar, or a spreadsheet someone built years ago and no one fully understands. This is the fix.

The Leave Request & Tracking System is a ready-to-use Excel workbook for small businesses with up to 30 staff. One setup session, then it runs itself. No macros, no complicated formulas, nothing that breaks when someone looks at it wrong.

What's inside

Five tabs, each with one job:

• Instructions: Plain-English setup guide and daily use reference
• Staff Setup: Enter each employee once; every other tab reads from here
• Leave Register: Log every request with status tracking (Pending, Approved, Declined)
• Team Calendar: Visual month-by-month view so you can see at a glance who's off when
• Balance Summary: Annual leave, sick leave, and other leave balances update automatically as the Register changes

Setup takes about 20 minutes

Open Staff Setup. Enter your team's names, start dates, employment type, and leave entitlements. Set your leave year start date. Add your public holidays. That's it — the Register, Calendar, and Balance Summary are live.

After that, every new leave request is one row in the Register. Balances update on their own.

A good fit if:

• You have 5–30 staff
• You're replacing email, paper, or a messy spreadsheet
• You want something you can hand to a manager without training them for an hour

Probably not the right fit if:

• You need integration with payroll software
• You want automated approval workflows or email notifications

Works in Microsoft Excel 2016 and later. Compatible with Excel on Mac. Not designed for Google Sheets.

Instant download. One purchase, use it as long as you run your business.