Employee Absence Tracker

K.Nixon

I'm looking for an Employee Absence Tracker that will track several things:

• 100+ people
• Hours and minutes (for people who are late, in 15 minute increments)
• Allotted vacation hours and hours remaining
• Summary of hours of specified catergories (vacation, sick, school, late, etc)

Does anyone have a template that I could start with?

Hunter Taylor

Hey K.Nixon,

While I don't have a ready-made template specifically for your situation, I recommend creating a spreadsheet with the following essential columns to effectively track employee absences:

Core Columns:

1. Employee Name
   • Description: Use a dropdown menu containing all employee names to ensure consistency and simplify data entry.
2. Date
   • Description: Record the specific date of each absence to maintain an accurate attendance log.
3. Absence Type
   • Description: Set up a dropdown list to categorize each absence (e.g., Vacation, Sick Leave, Personal Day, Late Arrival). This helps in analyzing the reasons for absences.
4. Hours/Minutes Absent
   • Description: Use a numeric field to log the duration of each absence. For example, enter 1.25 to represent 1 hour and 15 minutes.
5. Allotted Vacation Hours
   • Description: Input the total vacation hours allocated to each employee. This serves as the baseline for tracking usage.
6. Hours Used
   • Description: Automatically calculate the total hours taken by summing the entries in the Hours/Minutes Absent column. You can use the SUMIF formula for this purpose.
7. Remaining Vacation Hours
   • Description: Automatically determine the remaining vacation balance by subtracting Hours Used from Allotted Vacation Hours. This helps employees and managers stay informed about available leave.

Additional Tips:

• Data Validation: Implement data validation rules to ensure that entries are accurate and consistent, especially for dropdown menus.
• Conditional Formatting: Use conditional formatting to highlight low remaining vacation hours or other important metrics.
• Automation: Consider using formulas to automate calculations, reducing the risk of manual errors and saving time.
• Protection: Protect sensitive columns (like Allotted Vacation Hours) to prevent accidental modifications.

This structure should provide a comprehensive framework for tracking absences and managing employee leave balances efficiently. If you need further assistance with setting up formulas or customizing the template to better fit your needs, feel free to ask!

ChristianFinke

Hi @K.Nixon,

Smartsheet has a few templates that might fit your needs, like the Employee Absence Tracker. You can customize it to handle hours, minutes, and specific categories like vacation, sick days, and late arrivals. For tracking vacation hours remaining, you could use formulas to subtract used hours from totals.

If you need help setting it up, feel free to reach out!

Best,