Vacation Tracker Template

Easily manage employee vacation requests, track time-off balances, and approve leave.

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Overview

This free template helps you build a custom vacation tracker on top of your existing data, so you can eliminate back-and-forth emails and messy spreadsheets when managing employee time off — and let your team self-serve!

It includes a sample database to show you exactly how to structure your data for vacation tracking, but it’s flexible enough to work with any Softr-supported data source (like Google Sheets, Notion, monday.com, and more).

Why use this vacation tracker template

Streamline time-off approvals: Track requests, approvals, and balances without toggling between tools.
Give your team clarity: Employees can view their planned days off in a calendar and check the status of requests anytime.
Customize access for each role: Ensure HR, managers, and employees see only what they need with role-based permissions.

Template features:

Role-based access
Give the HR team, managers, and employees separate logins to manage and view only the relevant data.
Calendar view
Quickly see approved vacation days across the company in a visual, easy-to-navigate calendar.
Simple request forms
Employees can submit time-off requests via a user-friendly form that captures all required info.
Approval workflow
Managers can review, approve, or reject requests and update the calendar — all in just a few clicks.
Works on any device
Allow users to access the platform from any device with a fully responsive design. You can even turn your app into a downloadable mobile app with Softr's PWA feature.

Who is this vacation tracker template for?

This template is ideal for growing teams who need a more organized and scalable way to manage time-off requests. Whether you’re just starting to formalize HR processes or want to move away from spreadsheets, it’s a perfect fit for:

Startups & SMBs: Centralize leave tracking and reduce approval delays.
HR teams: Save time managing requests and improve transparency with a shared calendar.
Remote teams: Keep everyone aligned on vacation schedules no matter where they’re located.
Managers: Gain visibility into planned absences so you can plan resourcing with confidence.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your vacation tracker template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Connect and map your data: Connect to any of 14+ data sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks. Map your data to replace mock content in pre-set fields and pages.
3
Customize logic and branding: Adjust layouts with drag-and-drop. Set user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your vacation tracker is ready! Publish and share the URL with your clients to start collaborating.

Frequently asked questions

Do I need a Softr account to use this?
Yes, you'll need a free Softr account to use the template.
Can employees request time off through the portal?
Absolutely. The template includes a built-in form where employees can submit their vacation requests with all the necessary details.
How does the approval process work?
Managers and HR can review submitted requests, approve or reject them, and update the shared calendar — all within the portal.
Can I track different types of leave (e.g., sick days, personal time)?
Yes, you can customize the form and database to include different categories of leave and track them separately in the calendar.
Can I use my company’s branding and domain?
Yes, the vacation tracker is fully customizable. You can apply your own colors, logo, and even connect a custom domain to make the portal feel like part of your company’s internal tools.