Track annual leave
Keep a simple record of staff holidays, planned time off and remaining availability across your hospitality team.
Free Excel Template
Restaurant Holiday Tracker Template
Download a free Excel holiday tracker for restaurants, cafés, bars and hospitality teams. Track staff holidays, annual leave, approved time off and team availability in one simple spreadsheet.
Safe, simple Excel download
This free spreadsheet was created by Ops Hospitality for small hospitality teams that need a clear way to monitor staff holidays without complicated software.
No signup is required, no macros are included and the file is designed for Excel. You can also upload it to Google Sheets if your team prefers to manage holidays online.
✓ Free download
✓ Excel spreadsheet
✓ No macros
✓ No email required
What is included in the holiday tracker?
The Restaurant Holiday Tracker Template gives managers a simple place to record staff annual leave, approved holidays and planned absences. It is useful for rota planning, team communication and avoiding staffing conflicts during busy trading periods.
Plan rotas better
See staff availability more clearly before building weekly schedules, rotas and shift plans.
Avoid holiday conflicts
Reduce the risk of too many people being off during weekends, peak trading periods or key operational days.
What you get
- A free Excel holiday tracker for restaurant and hospitality teams.
- A simple staff holiday table to record names, dates and approved leave.
- A visual calendar-style view to help managers see availability more clearly.
- A practical structure that can support weekly rota planning.
- A no-macro spreadsheet that can be adapted to your own team and operating style.
How to use the template
Download the Excel file, add your team members and start recording holiday requests in one shared place. The template is intentionally simple so managers can use it quickly without setup time.
- Add each staff member to the tracker.
- Record requested and approved holiday dates.
- Review overlapping holidays before publishing the rota.
- Use the tracker before busy periods, public holidays and seasonal trading peaks.
- Keep one version updated so every manager works from the same information.
Who is this template for?
This template is designed for restaurants, cafés, bars, pubs and small hospitality businesses that need a simple annual leave tracker. It is especially useful if holiday requests are currently managed through messages, notes or separate spreadsheets.
For a fuller process on notice periods, approval rules and rota planning, read the How to Manage Staff Holidays in Restaurants guide.
Related hospitality resources
Staff holidays affect rota planning and labour cost. Use this template alongside Ops Hospitality calculators and labour planning guides.
Restaurant Holiday Tracker FAQs
Is the holiday tracker free?
Yes. The Restaurant Holiday Tracker Template is free to download and does not require an email signup.
Does the Excel file include macros?
No. The template is a simple Excel spreadsheet and does not include macros.
Can I use the template in Google Sheets?
Yes. You can upload the Excel file to Google Sheets if your team prefers to manage holidays online, although some formatting may vary depending on your setup.
Why should restaurants track staff holidays centrally?
A central holiday tracker helps managers avoid overlapping annual leave, rota gaps and last-minute staffing problems during busy trading periods.
Download the free restaurant holiday tracker
Start tracking annual leave in one place and make rota planning easier for your hospitality team.