Free Excel Holiday Planner Template
A beautiful, ready-to-use annual leave planner for your whole team — for any year. Set the year once and every date, weekend and total recalculates. UK bank holidays already built in.
- Works for any year — one Year cell drives the whole calendar for 2026, 2027 and beyond.
- Totals that calculate themselves — allowance, days used and days remaining, live.
- Colour-coded leave — holiday, sick, WFH, personal and training, at a glance.
- UK bank holidays and weekends pre-marked — 2025 to 2030 built in.
| Employee | Allow | Used | Left | January | February | March | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | ||||
| Jane Cooper | 25 | 6.5 | 18.5 | B | H | H | W | P | ||||||||||||||||
| Marcus Webb | 25 | 3 | 22 | B | W | H | H | H | S | |||||||||||||||
| Priya Shah | 28 | 5 | 23 | B | ½ | W | H | H | H | |||||||||||||||
| Tom Ellis | 25 | 1 | 24 | B | P | W | ||||||||||||||||||
| ＋ add staff… | B | |||||||||||||||||||||||
Preview of the actual template — set the Year cell and every date, weekend & total recalculates.
Everything you need to plan a year of leave
Built by people who run teams — not a bare spreadsheet. Open it and start typing.
Whole year, one view
Every employee across all 365 days on one tab. Scroll the year without losing names or totals — panes are frozen for you.
Colour-coded cells
Type H, S, W or P and each cell colours itself. Spot clashes and thin cover instantly.
Totals that do themselves
Allowance, days used and days remaining calculate automatically as you fill it in. No formulas to write.
Any year, holidays built in
Set the Year cell and the calendar recalculates. UK bank holidays for 2025 to 2030 are pre-loaded and auto-marked; weekends shade themselves.
Up and running in two minutes
No setup, no login, no learning curve.
Download & open
Grab the .xlsx and open it in Excel (or Google Sheets / Numbers). It just works.
Add your team
Type in names and each person's holiday allowance. Set a default for everyone in seconds.
Book leave with a keystroke
Drop a letter in a day cell — it colours up and the totals update. That's the whole system.
Free Excel holiday planner — questions
Yes — completely free. Fill in the short form above and the Excel file downloads straight away. No payment, no trial.
Yes. It's a standard .xlsx file, so it opens in Microsoft Excel, Google Sheets and Numbers. Colours and totals carry across.
The template comes set up for 25 staff on one sheet. Copy a row to add more — the formulas extend automatically.
No — it's evergreen. There's a Year cell at the top; change it and the whole calendar, weekday labels and weekend shading update. Use the same file every year.
Yes — England & Wales bank holidays for 2025 to 2030 are pre-loaded and auto-marked for whichever year you set, and weekends are shaded, so your day counts stay accurate. Add future years in the Bank Holidays tab.
For a small team, absolutely — that's what this is for. When bookings, approvals and payroll start to sprawl, that's where Landing takes over (below).
More free tools
Grab another — all free, no signup to browse.
Meet Landing — leave, HR & your whole team in one place
A spreadsheet is a great start. Landing is where growing teams go next: self-service leave requests, manager approvals, HR records, timesheets, documents and 40+ tools — all connected, instead of duct-taped together.
See Landing in action →