Attendance issues like tardiness and unexcused absence can reduce worker productivity and team performance.
Nevertheless it’s hard to identify these irregularities without an attendance record of your employees.
Fortunately, you may easily perform attendance tracking using tools like Microsoft Excel.
You possibly can create your individual Excel attendance tracker or use a template to record worker attendance, time entries, etc., and streamline attendance management.
In this text, we’ll discuss create an Excel attendance tracker, its benefits, and its disadvantages. We’ll also look into its different templates and introduce you to an efficient alternative to an attendance tracker in Excel.
This text includes:
(Click on a link to go to a specific section)
Let’s start.
The best way to create an Excel attendance tracker
An Excel attendance tracker is a spreadsheet that helps with tracking attendance, absence, tardiness, leave, and other attendance-related data.
Tracking attendance will help firms:
- Record a vacation day, sick leave, paid leave, etc., for every worker easily.
- Spot absenteeism, tardiness, and unexcused absence.
- Calculate day by day, weekly, or monthly payroll.
Along with offering these advantages, an Excel attendance spreadsheet can be easy to create.
But should you prefer downloading templates as an alternative, you may skip ahead to the template section.
Let’s have a look at the steps it is advisable to follow to create a monthly Excel attendance tracking spreadsheet:
Step 1
Open a brand new Excel spreadsheet and create columns for every date of the month.
Step 2
Create a column for worker names within the left corner.
Step 3
Fill the columns corresponding to weekends and public holidays with color.
For instance, you may fill the Sunday and Saturday cells with black and public holidays with red.
Step 4
Apply Data Validation (from the drop-down within the Data tab of the taskbar) to forestall inconsistency in inputs from employees.
For instance, you may restrict employees to enter a time between 6 pm and eight am. Similarly, you can allow them to type only the words ‘Present’, ‘Absent’, and ‘Half Day’.
Step 5
Lock the cells (via the Home tab) besides those where the staff must enter their data.
Step 6
Click on the cell you should display the ‘Variety of Absences’ in and enter the formula =COUNTIF(range,criteria). You should utilize the identical formula to get the variety of presents.
For instance, within the image, we have now used the formula =COUNTIF(B2:Q10,A).
And that’s it!
You’re all set to make use of the monthly attendance tracker Excel spreadsheet!
Step 7
Finally, share the Excel spreadsheet with all employees and provides them access to edit.
To construct a yearly attendance sheet, all you will have to do is create different monthly attendance tracker sheets for every month in the identical Excel doc.
You can even create a straightforward day by day attendance tracker by entering the relevant fields like worker names, total hours worked, etc., within the Excel workbook.
Now, let’s have a look at the differing types of Excel attendance tracking templates.
3 handy Excel attendance tracker templates
Listed below are the various Excel attendance tracker templates:
1. Each day attendance sheet template
A day by day attendance sheet template allows you to track attendance for multiple employees in a day. Such a template will often have columns to notice the worker name, date, day without work, and attendance status.
This straightforward day by day attendance tracking template can aid you record:
- Multiple worker names.
- Clock out and in times.
- Total worked hours.
- Worker signature.
- Total day by day attendance.
The Excel template can aid you track worker leave and absenteeism. Moreover, you may pay your hourly employees accurately using the overall work hours obtained from the attendance template.
Download this day by day attendance sheet spreadsheet template here.
2. Weekly attendance sheet template
A weekly attendance sheet template permits you to track worker attendance for every week.
Generally, such an attendance template could have the worker name, attendance entries for every day of the week, total weekly absence, and more.
It is a sample template of a weekly Excel attendance spreadsheet. It could actually record:
- Worker names.
- Working days in every week.
- Total working hours in every week.
- Worker signature.
- Total attendance.
Just like the day by day attendance template, the weekly Excel spreadsheet template also allows you to record presence, absence, sick leaves, vacation times, and other attendance statuses.
This spreadsheet template is apt for a corporation that pays its employees every week. You possibly can calculate the staff’ weekly pay from the overall hours worked.
Download this weekly attendance sheet template from here.
3. Monthly attendance spreadsheet template
A monthly attendance tracker template helps you record worker attendance across a month.
A typical monthly attendance sheet template will include employees’ basic information, attendance statuses, date, etc.
This worker attendance tracker template can show you:
- Worker name.
- Attendance status of every worker across a month.
- Total days worked in a month.
- Worker Signature.
- Total variety of working days.
Along with recording attendance information like sick leave and paid leave, this monthly attendance sheet template will help with payroll calculations. You possibly can easily record the overall variety of days worked in a month and calculate an worker’s salary.
Download this monthly Excel sheet template from here.
Now that you will have the differing types of Excel attendance sheet templates, let’s see how using one can aid you.
3 key benefits of using an Excel attendance tracker
Listed below are the three major advantages of using an Excel spreadsheet for tracking attendance:
1. Easy to make use of
An Excel attendance tracker is certainly one of the best tools to make use of and operate. All an worker must do is enter their attendance detail within the relevant column.
Furthermore, you may easily train your admin staff on relevant Excel functionalities like adding formulas, applying validations, using a pivot table, etc., in a couple of sessions.
2. Readily accessible
You possibly can easily download MS Excel to your desktop, laptop, or tablet from the Microsoft website. Furthermore, it has a minimal setup process which isn’t time-consuming.
When you download it, you may access the spreadsheet from the device at any time and edit it even without an online connection.
This will come in useful when your employees work off-site and lack good web connectivity.
3. Cost-effective
To make use of an Excel spreadsheet, it is advisable to purchase Microsoft Office 365 subscription. You possibly can access it in monthly packs at $5/ user per thirty days when billed annually without tax.
Together with MS Excel, the pack includes Word, PowerPoint, Teams, and other useful tools.
Furthermore, you should utilize Excel totally free in its web version – a part of the Office 365 online pack.
Despite these advantages, an Excel attendance tracker has many limitations.
Let’s dive into a couple of of its cons.
4 essential disadvantages of an Excel attendance tracker
Listed below are 4 disadvantages of using an Excel attendance tracking spreadsheet:
1. Lacks advanced attendance tracking features
Excel attendance spreadsheet tracker doesn’t have advanced features like payroll management, worker scheduling, etc.
Why does that matter?
Using basic worker attendance tracking systems can stall your organization’s progress in a competitive field.
For instance, with an Excel attendance tracker, you should have to calculate each worker’s payroll manually. In contrast, a sophisticated attendance tracker tool can do this in seconds with just a couple of mouse clicks.
Moreover, the Excel attendance tracker may not integrate with other tools you utilize. So you will have to always juggle between other tools and the attendance forms, complicating your work.
This manual process can take up an excessive amount of time and prevents you from working on other necessary tasks like hiring or approving leave.
2. Difficult to administer
Some of the significant disadvantages of an Excel attendance tracker is that it’s completely manual.
An worker could have to manually enter their clock out and in times, dates, and other data into the attendance sheet.
Although a small business may have the option to administer this, it will possibly turn out to be tedious and exhausting as the corporate grows.
Not only will your employees waste their time in filling the worker attendance spreadsheet, but additionally wait in queues to enter data during a busy working hour.
For instance, an worker who arrives at 8:55 am for a 9:00 am job can have to attend for 10-Quarter-hour for other employees to fill the attendance sheet. This will waste their effort and time and in addition keep them from completing more necessary tasks.
Furthermore, over time, those answerable for the Excel attendance record may find it difficult to gather, store, and manage the worker attendance records.
3. Vulnerable to manipulation
Spreadsheet-based attendance trackers like Google Forms, Google Sheets, and MS Excel depend on manual entries – making them vulnerable to manipulations.
Employees may make the most of this and enter mistaken time entries, arrange proxies, and interact in other mispractices.
For instance, an worker can easily mark present for an absent colleague in timesheets. Similarly, the worker can enter the mistaken clock in time for a tardy colleague.
Such vulnerability of the worker attendance spreadsheet tracker reduces its credibility.
4. Lack of productivity insights
An Excel attendance tracker can only record worker attendance and their day by day working hours.
To gauge worker productivity, you will have to seek out the overall variety of hours worked out of your employees’ time entries – which is a time-consuming task. And it could still be ineffective since you may’t monitor worker activity levels in real-time.
This limitation can keep you from exploring worker and team productivity trends. And chances are you’ll not discover the obstacles which can be stopping an worker from achieving their maximum potential.
Alternatively, a sophisticated attendance tracker can spot drops in productivity quickly.
For example, let’s say you notice that worker productivity decreases after two morning meetings. You possibly can reschedule the approaching meetings to the tip of the day to extend productivity.
With an Excel attendance tracker, it could take you months to identify such trends.
Fortunately, there’s a substitute for these attendance tracking spreadsheets – worker attendance tracker software that records time entries, tardiness, and other attendance-related data mechanically.
1. Attendance report
Managers can generate detailed attendance reports based on worker time entries.
You possibly can spot late arrivals and absences in real-time, and discover faulty patterns during an attendance review.
Moreover, employees can specify the explanation for his or her tardiness or absence as a note. This will save the effort and time that you simply would otherwise spend on an unnecessary conversation.
Further, you may generate an attendance record for any date range you require.
Note: You should utilize this feature only along side the Work Schedules feature. Managers and admins can create work schedules, and the attendance report will show the attendance statuses of every worker.
- Activity report: Shows unproductive time, desktop and mobile app time, lively time, etc.
- Hours tracked report: Shows the time an employees tracks during a date range.
- Timeline report: It’s a comprehensive report on how an worker spends their day.
- Project report: Gives an in-depth view of much time an worker spends on a selected task or project.
- Web and app use report: View the time an worker spends on each website and app.
2. Work schedules
For instance, an worker who starts working within the afternoon will probably be marked ‘Partially Absent’. Similarly, an worker who doesn’t track time will probably be marked ‘Absent’.
This manner, you may engage in attendance tracking without leaving your desk or messaging.
3. Time tracking
Its interactive tracker requires employees to Stop and Start the timer manually.
4. Payroll management
Here’s how you may do this:
- Select an hourly rate for every worker.
- Select a payment method and currency for every worker.
- Save all the data you enter for the following payroll.
5. Chrome extension and integrations
- Project management: Bitrix24, GitHub, etc.
- CRM: Zoho, Hubspot, etc.
- Help Desk: Zendesk, Zoho Desk, etc.
With these integrations, you may work and perform time and attendance tracking across multiple tools.
Regularly Asked Questions (FAQs)
1. How do I create an attendance tracker in Excel?
Creating an attendance tracker in Excel involves the next steps:
- Open a brand new spreadsheet: Create columns for every day of the month.
- Add worker names: List these within the leftmost column.
- Mark weekends and holidays: Color these cells to distinguish them from working days.
- Data validation: Restrict entries to specific values (e.g., Present, Absent).
- Lock cells: Protect the structure by locking cells not meant for data entry.
- Use formulas: Apply
COUNTIFto calculate the variety of absences or presences.
For an in depth guide, confer with the steps outlined within the blog post.
2. Does Excel have an attendance sheet template?
Yes, Excel offers various attendance sheet templates. These templates could be customized in accordance with your needs and typically include day by day, weekly, and monthly formats. You possibly can download these templates from web sites like Microsoft’s official site, Smartsheet, and Clockify
3. How do I create an attendance formula in Excel?
Remember the next steps: Select the cell where you should display the ‘Variety of Absences’ and enter this formula: =COUNTIF(range, criteria). This formula will also be used to calculate the variety of presents. At this point, you will have successfully arrange the monthly attendance tracker sheet.
4. How do I create a tracker in Excel?
Making a tracker in Excel involves the next general steps:
- Define the aim: Resolve what you’re tracking (e.g., attendance, tasks, expenses).
- Layout: Arrange your spreadsheet with appropriate columns and headers.
- Data input: Allow for manual or automated data entry.
- Formulas and functions: Use Excel functions like
SUM,AVERAGE,COUNTIF, and conditional formatting to research data. - Protection: Lock the structure to forestall unwanted changes.
For attendance tracking specifically, confer with the step-by-step guide in your blog post
Wrapping up
Tracking attendance is simple with an Excel attendance tracker.
Nevertheless, it isn’t as efficient as advanced attendance tracking software as a consequence of a scarcity of productivity insights, management difficulties, and other reasons.
