Vacation calendar for employees
- Off days the calendar must place this year
- 180
- Requests to approve at your typical length
- 36
- People off on an average working day, times ten
- 7
Every figure on this page is computed from the inputs you enter, by the method stated below it. The only constants Offdayly supplies are the published paid-vacation figures and the vendor prices, each cited where it is used. The defaults are a worked example to replace with your own.
A vacation calendar for employees has one job before any other: show the person approving a request whether the team can spare the days. That means who is already off in that week, how many people the team allows away at once, what the requester has left, and when they are due back, on one screen, before the yes is given. The wall chart and the spreadsheet show the first of those and lose the other three; the calendar that earns its place shows all four. The U.S. Bureau of Labor Statistics factsheet cited on this site puts most private industry workers at 10 to 14 paid days after a year of service, so a team of twelve is placing well over a hundred days a year.
Open the Vacation schedule template Free to use. No account, no card, no trial clock.
Size the year from the headcount before the first request lands
Twelve people at fifteen days is a known number of off days the calendar must place, requests to approve at a typical length, and people off on an average working day. The vacation schedule template on this site prints those figures from your own counts, with the capacity at your concurrency cap and the headroom left, so the calendar is set up for the year it will actually hold.
Show the week, the cap and the balance together
A request is approved against three facts: who else is off that week, how many the team allows away at once, and what the requester has left. A calendar that shows the week and hides the balance sends the manager to a spreadsheet; one that shows all three lets the yes or no happen on the spot. Pro keeps the cap per team and the balance per person, and shows both beside the week.
Record the approval and the return date against the person
An approval given in a corridor is a dispute in December. The request, who approved it, when, and the day the person is due back go against their record, and the balance moves the day the request is approved rather than the day someone remembers to update the sheet. That record is what the accountant reads at year end and what the template's carryover figure is built from.
Vacation calendar for employees: common questions
Is there a free vacation calendar for employees?
The template on this site sizes the year's off days, the requests, the cover and the carryover from your own headcount, free and with no account, and you can print the schedule. Offdayly Pro is the calendar itself: the requests, the approvals, the balances and the export.
How many people should be allowed off at once?
Whatever the work can bear on its thinnest day, written down as a cap per team. The template takes the cap as an input and prints the off-day capacity it gives you and the headroom left after the allowance is placed, so the cap is a number you have tested rather than a habit.
Do we need a calendar or is the spreadsheet enough?
The spreadsheet works until two managers approve the same week, a balance is disputed in December, or someone asks who approved a request nobody remembers. A calendar earns its keep the first time one of those happens, which in most teams is the first year.
Offdayly Pro
Keeping what you make
The answers and the template are free forever. Pro turns them into your team's vacation calendar: every request recorded with who approved it and when, the balance held per person against the allowance and the carryover cap, the calendar showing who is off and who is due back, reminders to the person who owes an approval, and a clean export when the accountant or the auditor asks.
- Download the schedule as PDF
- No Offdayly watermark
- Save and reopen later
- Your business name and logo on it
- Bulk export schedules
- Approval and return-date reminders emailed under your business name
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
$15per month, whole team
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Cite or embed this figure
After one year of service, 31 percent of private industry workers with paid vacation received 10 to 14 days, the U.S. Bureau of Labor Statistics found in March 2025, which for a twelve-person team is more than a hundred days for one calendar to place.
Vacation schedule template (Off days the calendar must place this year): 180, Offdayly, worked example.
Cite as: "Vacation calendar for employees, Offdayly", updated 2026-09-04, https://offdayly.com/vacation-calendar-for-employees/.