Free Vacation Tracker for Small Teams
See the whole year at once, catch the weeks nobody is left to cover, and answer a request in seconds.
Your team's leave calendar
Vacation tracker, in practice
Vacation only becomes a problem in clusters. One person away is fine. Three people away in the same week, during the month you promised a client delivery, is the thing that costs you. A spreadsheet will faithfully record all three requests and tell you nothing, because a grid of dates does not know that those dates overlap. This tracker was built around that single blind spot: the whole year renders as one strip per person, so a bad week is something you see rather than something you calculate.
The workflow is deliberately short. Add the people on your team, set the allowance once, and book time as it is requested. Each booking counts only working days, skips public holidays automatically, and supports half days at either end of a range, so a Friday afternoon off costs half a day rather than a whole one. The moment a booking pushes the number of people away past your threshold, the affected days are ringed in the calendar and listed in the upcoming view. You decide what to do about it. The tool just refuses to let it surprise you.
Balances update as you type. Carryover from previous years is recalculated from the actual bookings rather than stored as a stale number, which means correcting an old entry corrects everything downstream of it. If your policy grants the full allowance in January, that is what it does. If it accrues monthly, each month adds its twelfth. If someone joined in July, their first year is prorated by the complete months remaining. And if a request would push someone past what they will have earned by December, the projection goes negative before you approve it rather than after.
There is no account, no trial and no per seat pricing. Everything runs in your browser and every record stays on your own device. Export a backup whenever you want a copy, and import it on another machine or after clearing your browser data.
What this handles
- Book a range, not a checkbox per day
- Pick a start and an end. Weekends and public holidays inside the range are free automatically, and either end can be a half day.
- Clash warnings you set yourself
- Choose how many people can be away at once. A team of four and a team of forty need very different thresholds.
- Carryover that recalculates
- Change a booking from two years ago and every balance after it corrects itself, because carryover is computed rather than stored.
- Spreadsheet friendly exports
- Send payroll a row per absence for any date range, or send your own manager a balance sheet for the whole team.
Common questions
Is this vacation tracker really free?
Yes. Every feature is available with no account, no trial and no limit on how many people you track. There is nothing to upgrade to.
Where is my team's vacation data stored?
In your browser, using local storage. Nothing is sent to a server, so nobody else can see your roster or your bookings. The tradeoff is that clearing your browser data clears the tracker, which is why exporting a backup is one click away.
Can I share the calendar with my team?
Not directly, because there is no server holding a shared copy. What you can do is export a backup file and send it to a colleague, who imports it and sees exactly what you see. For a read only view, the payroll and balances exports open in any spreadsheet.
Does it handle half days?
Yes. Either end of a booking can be marked as a half day, and the day count updates to match. A single day marked as a half day costs half a day.
How do I track vacation for someone who joined mid year?
Enter their start date and the first year is prorated automatically. Under an annual grant the allowance is scaled by the complete months remaining and rounded to the nearest half day. Under monthly accrual they begin earning in their start month if they joined on or before the fifteenth.
Can different people have different allowances?
Yes. Set a team default, then override the allowance, the accrual method or the carryover cap for any individual who needs something different.
Guides worth reading
- How to Calculate Prorated PTOWork out a first year allowance for a mid year joiner, with the complete months rule and worked examples.
- PTO Accrual Methods, ComparedAnnual grant, monthly accrual, hourly accrual and unlimited, compared on liability, admin and fit.
- PTO Carryover Rules ExplainedUse it or lose it, caps and expiry deadlines, and why the year boundary is where balances break.