01
Balances for every employee
Allowance, bank holidays on their work days, entitlement this year, earned to date, carry-over in and lost, booked, pending, remaining, can book now, sick days and a status
For UK small businesses & team leads
7 reasons to stop tracking holiday on a wall planner
Know every employee's holiday balance today, who is off next, and what needs your attention, without HR software or a monthly fee.
- Excel & Google Sheets, no macros
- Example + blank file
- Start-here guide
- One-off price, no subscription
Screens from the included example file. All names and figures are fictional.
100employees
1,000bookings
2026–28UK bank holidays for all 3 regions
0macros, add-ons or subscriptions
The list
Why a ready-made tracker beats paper and a blank spreadsheet
02
UK bank holidays 2026, 2027 and 2028 for England & Wales, Scotland and Northern Ireland
(gov.uk), chosen per person, plus your own closure days
Get the tracker · £16.99 Instant download · Excel & Google Sheets
03
Part-time and shift patterns
Give each person a work pattern (e.g. Mon–Wed or Sun–Thu); the allowance is pro-rated and only their working days count
Bank holidays on top of the allowance or included in it
Deducted automatically on each person's working days
Accrual
Up front or one-twelfth a month (e.g. first year in the job), starters and leavers pro-rated, untaken leave shown for a leaver's final pay
Carry-over
Your cap and use-by date, with "protected" carry-over for leave missed through sickness or family leave
Checks on every booking
Clashes in a department, short notice (2 x days + 1), overlapping bookings, leave outside employment, text in dates, and a 5.6-week legal-minimum check per person
Get the tracker · £16.99 Instant download · stuck? Email us for help
Compare
Three ways to keep these records
| Feature | Paper or notes | A blank spreadsheet | This tracker |
|---|---|---|---|
| Balances for every employee | ✗No | ~ If you build it | ✓ Built in |
| Part-time and shift patterns | ✗No | ~ If you build it | ✓ Built in |
| Bank holidays on top of the allowance or included in it | ✗No | ~ If you build it | ✓ Built in |
| Accrual | ✗No | ~ If you build it | ✓ Built in |
| Carry-over | ✗No | ~ If you build it | ✓ Built in |
| Cost | Free, plus your time | Free, plus your time | £16.99 once |
What's inside
Everything you download
3 files
- XLSX PTO-Leave-Tracker.xlsxfilled with fictional example data (14 employees, 58 bookings) so you can see how it works
- XLSX PTO-Leave-Tracker-BLANK.xlsxan empty copy, ready for your own team
- PDF Start-here.pdfone-page quick-start guide, including how to open it in Google Sheets
Also included
- Team Calendar: any month, one row per person, filter by department; Year Calendar: the whole year for one person or…
- Dashboard: key numbers, "What needs your attention", who is off next, days by type, month and department, people off in…
- Up to 100 employees, 1,000 bookings, 8 leave types and 12 work patterns
Good to know
- A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
- Leave year: any start date (e.g. 1 January or 1 April). Dates show as DD/MM/YYYY
- Irregular-hours and part-year workers build up holiday at 12.07% of hours worked (gov.uk). This tracker works in days, so use the gov.uk calculator for them
- Outside the UK? Choose "None (own list only)" and type your own public holidays
Is it right for you?
Made for some, honestly not for others
A good fit if you…
- UK small businesses and team leads
- use Excel or Google Sheets on a computer
- want to pay once, not another subscription
Not for you if you…
- need Apple Numbers or mobile-only editing
- want someone to do the records for you
How it works
Three steps, about 5 minutes to set up
- 1
Set up once
Leave year, full-time allowance, bank holiday rule, carry-over and work patterns on Settings (about 5 minutes)
- 2
Add your team
One row per person on Employees, with region and work pattern
- 3
Log leave
One row per booking on the Leave Log. Balances, both calendars and the Dashboard update themselves
Microsoft Excel2010 or newer (Windows & Mac) and Microsoft 365
Google SheetsFree Google account. Upload the .xlsx, then set the locale to United Kingdom
0
No macrosNothing to enable, no add-ons or subscriptions. Not designed for Apple Numbers or mobile-only editing. A computer is recommended
- Instant download
- Example + blank file
- Start-here guide
The offer
Ultimate PTO & Leave Tracker
£16.99one-off · no subscription
- Filled with fictional example data (14 employees, 58 bookings) (PTO-Leave-Tracker.xlsx)
- An empty copy, ready for your own team (PTO-Leave-Tracker-BLANK.xlsx)
- One-page quick-start guide, including how to open it in Google Sheets (Start-here.pdf)
- Licensed for use within one business or household
Price includes VAT where applicable — calculated at checkout. Secure checkout by Payhip.
Questions? Email info@phkmedia.co.uk
Stuck after you buy? We'll help you set it up.
Digital download, nothing is posted. This tracker is a record-keeping aid, not legal or HR advice. Terms & licence.
Bundle
Also in 2 bundles with related tools
Employer Complete BundleIt's Monday, someone has called in sick, a new starter needs a right to work check, the tronc is due and the fire alarm test was last week, or was it?
£84.99£137.90 one by one
HR & Absence BundleWho is off next week, whose sickness is becoming a pattern, what holiday pay is your casual worker owed, and whose forklift ticket runs out this…
£42.99£69.95 one by one
FAQ
Questions people ask
Can staff book leave themselves?
No, it is one file kept by the person who approves leave. Share a view-only copy in Google Sheets if your team wants to see the calendar.
Does it work on a phone?
You can view it in the Google Sheets app, but entering data is easiest on a computer.
What happens after I pay?
This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you.
Can I get help if I'm stuck?
Yes. Message us at info@phkmedia.co.uk and we'll help you set it up.