Employee Attendance Sheet

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  • May 17, 2019 Updated
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Employee attendance sheets can help with time management, bookkeeping, scheduling, and more. We offer an Employee Attendance Sheet template to help facilitate business integrity and provide employers with an important overview of the organization. Our template is easy to use and includes an automated calendar.

Template Contents

Below is a list of worksheets included in this template.

Employee Attendance Sheet

A monthly employee attendance sheet, which includes daily attendance tracking for up to 25 employees.

Setup

A worksheet that controls how months and weekends are displayed on the Employee Attendance Sheet.

Using the Template

General Use

Employee Attendance Sheet

Start using this attendance sheet by adding a new title with your company name, as shown below.

Employee Attendance Sheet Personalize

Tip: You can change the attendance sheet color scheme to match your company’s colors. A tutorial on color modification can be found here.

At the beginning of each work month, select the current month from the dropdown menu in the “Month” field.

Employee Attendance Sheet Month

Once the month is selected, all days of that month will be displayed horizontally across the top of the sheet.

Note: This worksheet is built to include up to 31 days; if a month has fewer than 31 days, any extra columns will be blanked out, as shown below.

Employee Attendance Sheet Blanked

Create a letter code system to represent attendance type. For example, employees who work a full day get a “P” (present) and a 4-hour day can be reflected as “H” (half day). Employees who fail to show up for work get an “A” (absent), unless your company offers sick days (“S”). Paid and unpaid vacation can be reflected as “PV” and “UV,” respectively.

Example. Letter codes can be labeled at the top of the attendance sheet.

Employee Attendance Sheet Labels

Enter the title and department of each employee. To track attendance for each day of work, enter a letter code to represent attendance type, as shown above.

Note: The letter codes in the example above are some ideas. Create letter codes to fit the needs of your organization.

If you manage more than 25 employees, expand the worksheet to include as many employees as necessary. To add more employees, simply copy (Ctrl + C) the last row of the worksheet and “Insert Copied Cells” under the last row. Finally, update the employee number and all other information.

Tip: Column headings will disappear if you scroll down toward the middle of the page. Use the “Freeze Panes” option to retain column headings. A tutorial on how to freeze panes can be found here.

Setup

The Setup worksheet contains a list of months and a list of weekend markers. The list of months makes up the “Month” dropdown list on the Employee Attendance Sheet. The list of weekend markers indicates which days will be displayed as weekend days on the Employee Attendance Sheet. For example, if employees consistently work Saturdays or Sundays, weekends can be reflected as work days.

To make a weekend marker selection, use the dropdown to select “Yes” (weekend) or “No” (regular work day).

Weekend Marker Drop Down List

A “Yes” selection is formatted in gray on the attendance sheet to represent a weekend day, as shown below.

Employee Attendance Sheet Weekend Grey

Include Attendance Totals

This attendance sheet does not include attendance totals, but you can create your own totals’ summary in minutes. To add a total attendance summary, create a column for each letter code (preferably to the right of the last day of the month). Label each column with the appropriate letter code and enter totals for each employee.

Employee Attendance Sheet Totals

You can manually sum up attendance totals, but that could be time consuming, depending on the number of employees. To save time, use a simple formula to calculate attendance totals, as shown below.

=COUNTIF(E8:AI8,"P")

Employee Attendance Sheet Formula

This formula will count any records labeled P (present) in cells ranging from E8 to AI8 (all days of the month). Next, enter the same formula for the other totals, using the appropriate letter in the formula (H, A, S, etc.). Finally, copy (Ctrl + C) and Paste (Ctrl +V) the formulas from row 8 down to the remaining rows. This will automatically calculate attendance totals for all employees.

To view a how-to example, see this screen recording.

Employee Attendance Sheet Countif Formula

New Sheets and Historical Records

It is good practice to retain historical records of employee attendance. To retain a copy of previous months, simply duplicate the attendance sheet at the end of each month and start all over by selecting a new month from the dropdown list. Finally, delete any old attendance records from the previous month.

Tip: Create copies of attendance sheets before using them to avoid deleting old information.

A tutorial on duplicating worksheets can be found here.

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