Google Sheets: leave, attendance, and time tracking

Managing time, attendance, and leave doesn’t have to be complex – and that’s precisely what we built Calamari around. For smaller teams or those just starting to organize workflows, Google Sheets can be a simple way to begin. It’s easy to share, familiar to most, and quick to configure for tracking hours, leave, or PTO. It may lack automation or integrations – but it’s a solid way to test your approach. First, let’s see how far Google Sheets can take you – and when it’s time to let us step in.

Why use Google Sheets for time and attendance tracking?

Google Sheets remains one of the most widely used tools for small teams and growing businesses to start tracking time and attendance. There’s no learning curve – everyone knows how to use it, and you don’t need to buy anything to get started. That makes it a practical choice for teams that need visibility without introducing new systems. It also offers enough flexibility to support both task-based time tracking and basic attendance logging – though only to a point. For many of our clients, Google Sheets was the first step before moving to a more automated solution like Calamari. Here’s why many teams rely on it before switching to dedicated software.

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No extra cost – Google account access is all you need.
Real-time collaboration – everyone sees updates instantly.
Custom formulas and fields – tailor the sheet to match your setup.
Access control – decide who can edit and who can view.
Use anywhere – compatible across devices and platforms.

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With these features, Google Sheets gives teams a flexible way to track working hours, tasks, and attendance. It offers just enough structure to support growing teams – until your processes outgrow the spreadsheet.

Google Sheets time tracking – a simple setup

Setting up a simple attendance tracker in Google Sheets doesn’t require advanced skills. With the right layout, your team can jot down hours, breaks, and shifts without needing extra tools. Done right, it helps ensure consistency and avoids confusion – especially when tracking shift-based work. A solid setup also makes it easier to spot overtime or missing entries. You can build the core structure with a few key columns and formulas.

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Date, Start Time, End Time, Break, Total Hours – the essentials of daily attendance.
Use formulas like =IF and =TEXT to calculate hours automatically.
Apply conditional formatting to flag overtime at a glance.
Lock formula cells to prevent accidental edits.

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To expand on this, consider adding columns for project tags, shift types, or task codes. These extra fields make it easier for managers to spot trends or address discrepancies. This kind of setup helps you maintain clean, shareable attendance data.

Managing employee leave in Google Sheets

Tracking time off isn’t always straightforward, especially as teams grow or policies get more complex. Still, Google Sheets gives you enough structure to log PTO, vacations, and other types of leave in one place. It also creates a clear historical record of time-off usage. A well-organized sheet helps reduce overlap and last-minute scheduling conflicts.

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Here’s how to structure your leave tracker in Sheets.

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Use employee-specific tabs or a shared calendar-style sheet.
Track balances by category: taken, accrued, and remaining.
Apply colors to differentiate vacation, sick leave, and other types.
Add dropdowns for leave status: requested, approved, declined.

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These small design choices help everyone stay on the same page. While it won’t send reminders or integrate with calendars, it gives teams shared visibility without adding new platforms.

Tracking overtime and PTO with Google Sheets

Overtime and paid time off often require more careful handling – especially where legal compliance is involved. Google Sheets can help, as long as you define the right logic and apply it consistently. Once configured, it offers clear totals, reliable logs, and a way to back up payroll decisions.

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Here’s how to monitor overtime and PTO in a spreadsheet.

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Use =IF formulas to flag entries beyond standard hours.
Calculate OT pay automatically with multiplier-based formulas.
Create a monthly summary to total regular vs. overtime hours.

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While still manual, this system keeps your records structured and easier to audit. Over time, it improves planning and helps prevent disputes around payouts.

Using Google Sheets for project management and work scheduling

Sheets isn’t a full-fledged project management tool – but for smaller teams or internal planning, it can absolutely get the job done. Its grid format fits task lists, scheduling charts, and resource assignments. You can layer in color coding, filters, and even Gantt-style formatting to create clear timelines.

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Here’s how to build a simple project planner in Sheets.

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List out tasks and update statuses regularly.
Assign owners using dropdowns or color-coded initials.
Use formatting tricks to highlight deadlines or blockers.
Add filters to sort by project phase, team member, or urgency.

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This kind of setup gives lightweight structure without locking you into complex tools. While it won’t replace dedicated PM software, it supports transparency and ownership across your team.

Best practices for optimizing Google Sheets for HR and time tracking

Manual spreadsheets work – until they don’t. To reduce errors and save time, you can bring in a bit of automation using Google’s built-in tools. These upgrades won’t turn Sheets into an enterprise platform, but they can make it much easier to manage clock-ins, leave requests, and basic records.

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Here are some proven ways to extend Google Sheets with automation.

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Use Google Forms to collect employee check-ins or leave requests.
Write custom Apps Scripts to handle calculations or notifications.
Link multiple files using IMPORTRANGE or QUERY functions.
Add integrations with tools like Zapier, Sheetgo, or Slack.

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These enhancements take some setup, but they reduce copy-paste errors and help standardize your processes. For growing teams that still rely on spreadsheets, they’re a practical way to stretch Sheets just a little further.

Making the most of Google Sheets

Google Sheets may not be built for HR, but it still does the job for many small teams. It’s flexible, already part of your tech stack, and doesn’t require extra accounts or licenses. For many, it's also a good test bed – a way to shape your processes before investing in a dedicated system. That said, once complexity grows, Sheets often can’t keep up.

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Here’s where spreadsheets tend to fall short.

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Manual input leads to errors over time.
No built-in approval flows for leave or changes.
Hard to manage access in larger, cross-functional teams.

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That’s usually when teams start looking for something that won’t break down at scale. That’s where we come in.

Calamari: A modern alternative when spreadsheets fall short

If your spreadsheet now feels like more work than it’s worth, we’ve built something better. Calamari automates time tracking (tasks), attendance (clock-ins/outs), and leave management – so you can skip the formulas and focus on your people. Tasks that once dragged on in a spreadsheet are now handled instantly with our solutions.

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Here’s what you can do with Calamari

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Clock-in via web, mobile, QR codes, or Slack.
Automated leave workflows with real-time approvals.
Live attendance tracking with visibility for managers.
Real-time PTO and overtime calculations.
Integrations with Google, Teams, Jira, and more.

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We replace fragile spreadsheets with a clean, intuitive platform that grows with your team. You stop troubleshooting formulas – and start gaining back time. If Sheets no longer fits, we’d be happy to show you how Calamari can.

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Summary

Google Sheets can be a helpful starting point for tracking time, leave, and projects – but only up to a certain point. As your team grows, so do your needs, and spreadsheets begin to show their limits. That’s precisely where we come in at Calamari – automating everything Google Sheets can’t, from real-time approvals to attendance tracking across teams.

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Read our HR blog for more insights, and if you’re ready to discuss how Calamari can replace your time tracking Google Sheets setup, don’t hesitate to contact us now!

FAQ: Google Sheets: leave, attendance, and time tracking

1. What is Google Sheets time tracking?

Tracking time in Google Sheets means entering data by hand – useful, but still old-school. It's customizable and free to use with a Google account.

2. Can I build a time tracking template in Google Sheets?

Yes, you can create a personalized time tracking Google Sheets template using formulas and formatting. It’s perfect for simple work-hour tracking.

3. Is Google Sheets a good tool for managing employee leave?

Yes, Google Sheets can be set up to track PTO, sick days, and vacation time. With dropdowns and color coding, it becomes a clear leave management tracker.

4. What are the benefits of Google Sheets time tracking?

It’s free, accessible online, and flexible. If you're just starting out, Google Sheets can help you set up a basic system without extra overhead.

5. Does Google Sheets support approval workflows?

No, Google Sheets doesn’t support native approvals. You'll need to manage requests manually or integrate third-party tools.

6. Can I use time tracking Google Sheets for remote teams?

Yes, as long as the sheet is shared online, remote employees can log their hours from anywhere. It supports real-time collaboration.

7. How do I prevent employees from editing certain parts of the Google Sheets?

You can use sheet protection and permissions to lock formulas or sensitive fields. This keeps your Google Sheets time tracking accurate and secure.

8. Is project management in Google Sheets possible?

Yes, project management in Google Sheets is doable with task tables, deadlines, and Gantt-style formatting. It’s a lightweight option for simple planning.