Free Team Leave Planner: Holiday & Vacation Calendar
Plan your team's time off in one view. Mark vacation, sick days and public holidays, spot days when too many people are away, and track leave left. Free, no sign-up.
This tool runs entirely in your browser. Toolcrow stores nothing — no input, no results, no tracking.
What is a team leave planner?
A team leave planner shows everyone's time off in one place: a row per person, a column per day. You see at a glance who is off this week, whether two people booked the same days, and how many days of leave each person has left this year.
This one is made for small teams that do not have HR software. It works right away in your browser: no download, no account, no spreadsheet formulas to fix.
How to use this leave planner
- Add your team. Type a name and press Add. Each person gets a yearly leave budget, which you can change per person.
- Add public holidays that apply to your team. They are days off for everyone and never count as leave.
- Mark leave. Pick a person, a type (vacation, sick or other) and a start and end date. Weekends and public holidays are skipped automatically. You can also click a day in the plan to add or remove a single day.
- Check the month or the year. The month view shows every day; the year view shows the days off per person per month, with the totals per type.
- Download a CSV or print it when you want to share the plan or keep a copy.
Want a quick look first? Click Try an example team and play with it.
How the planner spots clashes
You decide how many people can be away at the same time. When more people than that are off on the same working day, the day turns red in the plan and you get a list of the busy days with the names of who is away. When you add new leave that causes a clash, the planner tells you right away, so you can talk about it before anyone books a flight.
How leave days are counted
- Only working days count. Weekends never count as leave.
- Public holidays never count, even if they fall inside someone's vacation.
- Vacation comes off the yearly budget. Sick days and other leave are counted separately and do not use up the budget.
- If someone goes over their budget, the planner shows how many days over they are.
A leave planner or an Excel template?
An Excel template works until someone sorts a column, overwrites a formula or saves a copy on their own laptop. This planner does the counting for you, skips weekends and holidays, and warns you about clashes, which a template does not. If you still want the plan in a spreadsheet, download the CSV: it opens in Excel and Google Sheets, with one row per period of leave.
Make it your own
Every team plans leave a little differently: your own leave types, a leave year that starts in April, a team that works Sunday to Thursday, your country's public holidays. So make this planner yours.
- Get your own copy. Use the Make this your own button on this page and Toolcrow puts a working copy of this leave planner in your account. It is yours to change.
- Change it with Claude or ChatGPT. At the top of the code is one block called "Make it your own": leave types and colors, the budget per year, the start of the leave year, working days, the first day of the week and the limit for people away. Ask Claude or ChatGPT to change it for your team, then paste or upload the new version in Toolcrow.
- Private by default. Your copy starts private, so only you can open it.
- One plan for the whole team. This free version saves the plan in your own browser. In your copy, ask your AI to save one shared plan in Toolcrow instead, then share it with your team with a link or a password, so everyone sees the same plan. Keep it behind a password or private: everyone who can open it can see and change the plan, sick days included.
No server or database to set up: Toolcrow runs your copy in its own closed-off space, and you decide who can open it.
Is my team's data private?
Yes. This planner runs entirely in your browser. Names, leave and holidays are saved in this browser on this device only, and are never sent to Toolcrow or anyone else. Sick leave is personal information, so use the planner on a device only you use, and click Clear all data when you no longer need the plan.
Frequently asked questions
How many days of annual leave should each employee get?
It depends on your country and the contract. In the UK, full-time workers are entitled to at least 28 days a year, which can include bank holidays. In the EU, everyone gets at least four weeks of paid leave. In the US there is no legal minimum, so it is up to the company. Set the number that applies to your team as the budget per person.
Does sick leave count against someone's leave budget?
Not in this planner. Sick days are counted and shown separately, but only vacation comes off the yearly budget. In your own copy you can choose for each type of leave whether it counts toward the budget.
Can my whole team see and edit the same plan?
Not in this free version: the plan is saved in your own browser, so each person who opens it sees their own plan. To share it as it is, download the CSV or print it. With your own copy in Toolcrow, you can ask your AI to save one shared plan for the whole team and share it with a link or a password. Everyone who can open it can then see and change the plan, so keep it behind a password.
Can I add half days of leave?
Not in this version: the planner counts whole working days. If your team often takes half days, make your own copy and ask Claude or ChatGPT to add a half-day option. The settings and the counting are all in one file, so it is a small change.
Our leave year starts in April. Does that work?
Yes, in your own copy. The free version uses a leave year from January to December. In the "Make it your own" block at the top of the code, set the month your leave year starts, and the budgets, totals and year view follow it, including leave that runs past the end of the year.
Is this team leave planner free?
Yes. It is completely free, needs no sign-up and has no limit on how long you use it. It holds up to 50 people, which is plenty for a small team.
Make this tool your own.
Get your own copy in your Toolcrow account. Change it with your AI, add your company's details and share it with your team. Your copy is private until you share it.
Toolcrow is in private beta: signing up needs an invitation code. Join the waitlist