Vacation Planner Excel Template for 2025

For 2025 I present a free vacation planner for smaller companies and employees.

In the fast-paced world of business, ensuring the well-deserved vacations of your hardworking employees are managed efficiently is crucial. That’s why I’ve taken the initiative to create a specialized vacation planner tailored to the needs of diligent professionals like you, who are responsible for overseeing their team’s time off.

In this article, I’ve crafted a vacation planner that considers all aspects of employee leave management, from optimizing coverage during absences to accommodating individual preferences.

Use of the vacation planner 2025

Users of the vacation planner from last years already know it: It’s quite simple.

  1. First, download the Excel template at the end of the article and open it with Microsoft Excel or similar software such as Numbers from Apple or LibreOffice, a free Office alternative.
  2. Now you have two options: Either you edit the file directly in Microsoft Excel or you print it out and mark the holidays of your employees by hand.
  3. Fill out the fields for “Employees”.
  4. Enter the number of remaining vacation days from 2024 for each employee in the next column.
  5. Enter the number of vacation days for each employee for 2025 in the next column.
  6. If there is any additional vacation you can enter it in the next field.
  7. No you’re ready to edit and plan the holiday of your employees.

Editing the holiday planner with Excel

You have probably already received holiday requests from your team and can now enter them directly into the calendar. The easiest way is to put a cross (x-key) in the corresponding fields. If you like it colorful, you can also use colored symbols or color the whole cell accordingly.

Vacation planner 2025 in use
Screenshot of how to use the planner

It is best to save the file in a location that only the holiday planner can view, so that an employee cannot jump the queue 😉
If you want to be on the safe side, you can of course install a lock with password protection so that nothing really can happen.

But if you have some computer knowledge, you will probably be able to crack the password protection.

Analogue use of the holiday planner

As already mentioned above, it’s possible to print out the holiday planner, hang it on the notice board and have the employees fill it in directly with a ballpoint pen or colored pencil. However, a meeting with a detailed discussion is probably better in order not to create any injustice.

Using the planner by hand
Printed vacation planner

Screenshots of all 4 vacation planner for 2025

Version 1: For 7 employees:

Screenshot Vacation Planner 7 employees
Screenshot of 6 months of the vacation planner for 7 employees

Version 2: For 20 employees:

Screenshot of excel template for vacation planning with up to 20 employees
Screenshot for 20 employees

Version 3: For up to 60 people:

Screenshot of vacation planner 2025 for up to 60 employees
Part of a screenshot for holiday planning for up to 60 persons

Version 4: Vacation planner for the Middle East (weekend on Friday and Saturday):

Screenshot of vacation planner 2025 for middle east
Part of a screenshot for vacation tracking 2025 for middle east

Helpful: Digital absence tracker for your team and employees

Manage the vacation and other things of your team with this app on smartphone and desktop. For small teams, it’s free!

Manage your team with timeclock

Download section of excel templates for staff holiday planner 2025

Here you can download the Excel and PDF files. Some are on the marketplace from gumroad – a perfect place for downloading digital goods like templates.

If you like my templates, I’m looking forward to a little donation 🙂

Vacation planner for up to 7 employees

Vacation planner for 20 employees

Vacation planner for 60 employees

Planner for the Middle East

The planner for the Middle East is different because of the weekend is on Friday and Saturday!

Other vacation planner for 2025

Another free calendar for planning holiday of your staff is here:
https://absentia.io/staff-holiday-planner-excel

A vacation planner in German can be found here.

If you want to make sure, that your work will be done fine when on vacation, check this list.

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