Team

Vacation planner template

Everyone's time off on a shared calendar with type, length and approval, so nobody plans a launch on an empty week.

6 database rows

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Vacation planner

Who and what	First day	Back on	Days	Type	Team
Malik: Morocco	24 Oct 2026	7 Nov 2026	10	Vacation	Engineering
Rosa: long weekend	29 Oct 2026	1 Nov 2026	2	Vacation	Support
Kai: conference in Amsterdam	3 Nov 2026	5 Nov 2026	2	Training	Product
Ana: off sick	16 Oct 2026	19 Oct 2026	3	Sick	Engineering
Tobias: skiing	9 Dec 2026	16 Dec 2026	5	Vacation	Finance
Leo: parental leave	27 Dec 2026	25 Feb 2027	42	Parental leave	Engineering

This is the page you get. Every block and row is editable.

What it is

A vacation planner puts everyone's time off on one calendar with the first day, the day they're back, the number of days, the type and whether it's approved. Before you plan a launch or a big meeting, look at the calendar. The board by team shows when two people from the same team are out at once.

When to use it

Teams that plan time off in chat
Summer and December, when half the team is away
Planning launches around who's available

How to use it

01
Add your time off
Click New, name it "Your name: reason" and fill in the first day, days and type. It appears on the calendar.
02
Approve
The lead ticks Approved. Filter for Approved unchecked to see pending requests.
03
Check before planning
Open the Upcoming table, sorted by first day, before setting a deadline.
04
Spot clashes
The board by team shows overlaps in one team at a glance.

Or have the AI draft your version

"Create a vacation planner for a 15-person clinic with roles for doctors, nurses and reception, minimum staffing notes, approval status and public holidays for one German state."

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All templates

Team
Employee directory
A card for each person with role, team, location, email and start date.
📘
Team handbook
Owner: Aylin Demir. Last updated Sunday 4 October. Questions go in a comment on the section.
Time off
28 days of paid holiday a year, plus public holidays in your state
Add it to the vacation planner at least two weeks ahead for anything over three days
Sick? Message your lead before 10:00. From day four we need a doctor's note
Working from home
Work from wherever you like within the EU, up to 8 weeks a year outside Germany
Core hours 10:00 to 15:00 Berlin time
Expenses
Under €50: buy it and submit the receipt in the accounting app within 30 days
€50 to €500: ask your lead first, a thumbs-up in chat is enough
Over €500: Tobias approves
Equipment
Laptop of your choice up to €2,200, replaced every three years
€400 home office budget in your first year, €150 a year after
Learning
€1,000 a year for courses, books and conferences
Two learning days a year, no approval needed
Who to ask
Payroll and contracts
Aylin
Laptop broken
Ana, or the on-call phone if it's urgent
Anything you don't want to ask your lead
Henrik, or the anonymous form in the team wiki
Team
Team handbook
Policies people look up most: time off, expenses, equipment, remote work and who to ask.
Draft your own with AI
Describe the page you need in one sentence. The AI writes it, and you edit it like any other page.
How the AI works

🏖️Vacation planner template

What it is

When to use it

How to use it

Add your time off

Approve

Check before planning

Spot clashes

Or have the AI draft your version

Related templates

👥Employee directory

📘Team handbook

Draft your own with AI

Cookies and storage

Vacation planner template

Employee directory

Team handbook