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PTO tracker template for Google Sheets and Excel

This free PTO tracker is a spreadsheet with one row per time off request and a Totals tab that counts each person’s days against their allowance. It works in Google Sheets and Excel.

  1. 1 · Copy itFree download
  2. 2 · Let AI do itTime Off Keeper
  3. 3 · Have us do itFrom $299
PersonEmailFromToDaysTypeNoteStatusRequestedClashThreadUpdated
Ben Okaforben@greenleafstudio.example2026-11-052026-11-062HolidayApproved2026-10-20Ana Silva 2026-11-05 to 2026-11-06Time off 5-6 Nov, 2026-10-202026-10-28
Ana Silvaana@greenleafstudio.example2026-08-102026-08-145HolidayApproved2026-07-01Summer week, 2026-07-012026-07-01
Ana Silvaana@greenleafstudio.example2026-11-052026-11-062HolidayAcme banners done firstNew2026-10-26Ben Okafor 2026-11-05 to 2026-11-06Day off request, 2026-10-262026-10-28
Chen Wuchen@greenleafstudio.example2026-10-272026-10-271SickNew2026-10-27Off sick, 2026-10-272026-10-28
Dara Kellydara@greenleafstudio.example2026-10-302026-10-300.5HolidayAfternoonNew2026-10-27Friday afternoon, 2026-10-272026-10-28
            
            
            
            
            
Time offTotals

Shown with fictional example rows. Your copy starts blank. Updated 14 Nov 2026.

Download CSV (Time off tab)

What goes in each column

Person and EmailWho is asking. Use the same spelling every time so the Totals tab adds up.
From and ToThe first and last day off, as YYYY-MM-DD. For one day, use the same date twice.
DaysWorking days from From to To, Monday to Friday, minus public holidays. Use 0.5 for a half day. To count weekdays in the sheet, type =NETWORKDAYS(C2, D2) in row 2, then take off any public holidays yourself.
TypeHoliday, Sick or Other, from the dropdown. Keep reasons and health details out of the sheet.
NotePractical details only, such as “afternoon” or “cover arranged”.
StatusNew when it arrives, then Approved, Declined or Cancelled once you decide.
ClashWho else is off on the same days. The row turns orange while Clash has a name in it.
Requested, Thread and UpdatedWhen they asked, where (the email link, or its subject and date), and when you last changed the row.

The Totals tab

Type each person once, with their yearly allowance. Approved, Waiting, Sick and Left then update by themselves from the Time off tab. Approved and Waiting count Holiday rows; Other rows are logged but don’t use the allowance.

PersonAllowanceApprovedWaitingSickLeft
Ana Silva2552020
Ben Okafor2520023
Chen Wu2500125
Dara Kelly2500.5025
Time offTotals

Tips

  • Add each person once on the Totals tab, with their yearly allowance. The other Totals columns fill in by themselves.
  • Keep one row per request. When someone changes their dates, set the old row to Cancelled and add a new one.
  • Filter the Time off tab by Status to see the requests waiting for your decision.

PTO tracker questions

Is this PTO tracker really free?
Yes. Download it and use it as you like. There is no signup.
Does it work in Google Sheets and Excel?
Yes. Both tabs, the dropdowns and the Totals formulas work the same in each.
How do I count half days?
Type 0.5 in Days. The Totals tab adds half days like any other number.
What is in the CSV file?
Only the Time off tab, because a CSV file holds one tab. Use the Excel file for the Totals tab and its formulas.
Can it calculate PTO accrual?
No. It counts days taken against a yearly allowance, not hours earned each pay period.
Can an AI fill it in from my email?
Yes. Time Off Keeper reads your Gmail and adds the rows for you, in the AI you already use. It never approves anything; you still decide.