Article: How to Record Leave on the Calendar

This article describes how to record leave details against calendar dates. This includes leave in both days and hours.


Each employee can be configured to track leave in days or hours (this is set on the "Employee Data" worksheet, via the "Track Leave As" column). The tracking option you choose ("days" or "hours") will alter the way that you need to enter keycodes for that employee. The Planner supports tracking in days or hours, and it also allows you to add multiple codes against a single date.

Adding Leave Codes for Employees Tracking in Days

For the purpose of this article we will assume that the following leave codes have been setup (you can check these on your "Key" worksheet, if you setup the planner using USA National Holiday dates the planner will assume you want to use the keycode "V" for Vacation instead of "H" for holiday.):
  • H - A full day of holiday
  • Ha - Half a day of holiday
  • S - A full sick day
  • Sa- Half a day of sickness.
To enter the holiday, simply type the keycode into the cell. The planner will automatically format the cells with the correct keycode colour.
Take a look at the following example:

Calendar Worksheet - Days

The following leave details have been entered:
  • Tony George has 2 days of holiday (January 4th and January 5th), and he also has one day of sickness on January 6th.
  • Mary Mordon has half a day of holiday on January 4th.
  • Jack Smith has half a day of holiday and half a day of sickness on January 10th.
Note: for Jack Smith we have entered two codes into one cell - the planner colours the cell according to the first keycode you enter. In order to tell the planner that these are two separate codes we have split them using a comma e.g. "Ha,Sa".

Adding Leave Codes for Employees Tracking in Hours

For the purpose of this article we will assume that the following leave codes have been setup (you can check these on your "Key" worksheet, if you setup the planner using USA National Holiday dates the planner will assume you want to use the keycode "V" for Vacation instead of "H" for holiday.):
  • H - Holiday
  • S - Sickness
To enter the holiday in hours, simply type the keycode into the cell followed by the number of hours that it represents. The planner will automatically format the cells with the correct keycode colour.
Take a look at the following example:

Calendar Worksheet - Hours

The following leave details have been entered:
  • Michael Potts has taken 5 hours of holiday on January 3rd, and 7.5 hours on January 5th.
  • Ian Smith has taken 3.5 hours of sickness on January 4th. On January 9th he has taken 4 hours holiday and 3 hours sickness.
Note: for Ian Smith we have entered two codes into one cell. In order to tell the planner that these are two separate codes we have split them using a comma e.g. "H4,S3"


Video Tutorial: How to Add Leave Codes

The following video explains how to add leave codes for employees tracking in days and hours. It also explains how to add comments to the calendar.

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