What should a holiday planner record?
Record the staff member, leave type, dates, days, status and any necessary administrative note.
Staff holiday planner
Use this free staff holiday planner to record leave dates, days requested, approval status and notes. Edit online or download an editable template.
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2 entries
Log holiday and leave requests by staff member with dates and approval status.
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This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Holiday & Leave Planner
| Staff member | Leave type | Start date | End date | Days | Status | Notes | |
|---|---|---|---|---|---|---|---|
| Example staff member 1 | Holiday | 14 Sept 2026 | 19 Oct 2026 | 5 | Requested | Example entry, replace this with your own details. | |
| Example staff member 2 | Unpaid | 07 Sept 2026 | 18 Nov 2026 | 5 | Approved | Example entry, replace this with your own details. |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
A staff holiday planner gives managers a clear record of requested and approved leave. It is useful in any small business where absences affect shift cover, site staffing or customer work. Each entry should identify the staff member, type of leave, start and end dates, number of days, approval status and any short administrative note. Keeping requests in one place makes clashes easier to spot before a decision is confirmed.
Agree how part days, bank holidays and non-working days are counted before entering totals. Mark a request as requested, approved or declined rather than relying on colour or memory, and update the rota only after the decision is clear. Common mistakes include mixing holiday entitlement calculations with the booking record, exposing private reasons for absence to people who do not need them, and failing to record changes or cancellations. This planner organises leave entries but does not calculate statutory entitlement, decide whether a request should be approved or replace payroll and employment records. Employers remain responsible for applying contracts, policies and employment law correctly.
Questions about this template
Does this calculate holiday entitlement?
No. It tracks requests and dates. Entitlement must be calculated separately using the worker's circumstances and current rules.
Should reasons for leave be included?
Only record information that is necessary and appropriate, particularly where health or other private details are involved.