Template

Vacation Balance Tracking Template

Track vacation balances, approvals, and utilization in one place—fully integrated into Jira, JSM, Confluence, and capacity planning.

 

The Vacation Balance Tracking Template provides a structured way to manage time off requests, balances, and utilization across the organisation. Employees request leave through Jira Service Management, managers review availability and capacity before approval, and once approved, balances and timesheets are updated automatically. Different types of vacation are supported, visibility is reflected in calendars and the People Directory, and vacation data feeds directly into capacity and utilization reporting.

Why you need a Vacation Balance Tracking Template in the Atlassian Ecosystem

Single Source of Truth for Time Off

All vacation data—requests, approvals, balances, and history—are managed in Jira, forming a single data model with no manual syncing.

Automatic Balance Deduction After Approval

When an employee requests time off and a manager approves it, the corresponding vacation balance is automatically reduced.

Capacity-Aware Approvals

Managers see team capacity, existing bookings, and workload before approving vacation, avoiding overload during critical periods.

Impact on Utilization & Planning

Vacation days are factored into utilization and capacity calculations, ensuring resource planning and project estimation are realistic.

Proactive Reminders for High Balances

Employees with too many unused vacation days receive automated reminders encouraging them to plan time off in advance.

Control Costs

Approved vacations are shown in calendar views and marked on the employee’s People Directory profile so others know when someone is away.

Who will use a Vacation Balance Tracking Template

  • Employees – Request time off, track remaining balances, and see upcoming vacations.
  • Team Leads & Managers – Review requests, check team capacity, and approve or reschedule time off.
  • HR & People Teams – Oversee policy compliance, monitor leave usage, and manage different vacation types.
  • Finance & Controlling – Analyse absence patterns and ensure vacation liabilities are visible in planning.
  • Project & Resource Managers – Use vacation data to adjust staffing and maintain realistic timelines.
  • Executives – Gain high-level insight into availability, burnout risks, and regional leave patterns.

Unused vacation balance heatmap report

Employee Service Desk Page built with Atlassian JSM and Refined.site

Employee Service Desk JSM Atlassian

What is included in the Vacation Balance Tracking Template

  • Vacation Request Portal (JSM) – Employees submit time off requests via a simple, guided form.
  • Vacation Balance Fields in Jira – Track remaining days per vacation type (annual, sick, unpaid, etc.).
  • Approval Workflow – Routing to the right manager with capacity context and optional HR review.
  • Automatic Balance Deduction – Balances update automatically once a request is approved.
  • Calendar & Team View Integration – Approved vacations appear in shared calendars and team overview pages.
  • People Directory Integration – Employee profiles indicate when someone is on vacation or has an upcoming absence.
  • Utilization & Capacity Link – Capacity and utilization metrics adjust based on planned and approved vacations.
  • Vacation Type Configuration – Custom leave categories with different rules, limits, and approval paths.
  • Automated Timesheet Entries – Vacation days can be auto-populated into timesheets so employees do not need to log them manually.
  • Reminder Automation – Notifications to employees and managers when balances are too high or use-by deadlines approach.
  • Reporting & Dashboards (EazyBI) – Overviews of balances, usage trends, upcoming absences, and impact on team availability.
  • Audit & History Tracking – Full log of requests, approvals, rejections, and changes for compliance and HR audits.

This Template is an Integrated Part of Solution:

Templates that Integrate with Vacation Balance Tracking Template

FAQ about the Vacation Balance Tracking Template

Yes. Approval screens can show existing bookings, project workload, and capacity so managers can make informed decisions.

 

Yes. Automated reminders can be sent when balances exceed thresholds or when expiry dates approach.

 

Yes. Each vacation type can have its own limits, approval flow, and rules (e.g., sick leave vs. unpaid leave).

Yes. Employees have a clear view of remaining days per vacation type directly in Jira or via the request portal.

 

Yes. Vacation days are factored into utilization dashboards and can influence project cost and capacity reports.

 

Contact me for a free consultation!

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