Quick answer
- To track one person for a whole year, use the yearly employee attendance tracker: one row per month, one code per day, totals by type.
- Managing a crew? The monthly attendance sheet shows the whole team on one page with days worked, absences and an attendance rate per person.
- All 6 are free with no sign-up, in Excel or Word plus a printable PDF, and they open in Google Sheets and Google Docs.
An attendance tracker template gives you one place to record who was absent, late or on leave, so patterns are visible and your attendance policy is applied the same way to everyone. This page is for US small-business owners, store and shift managers, and HR leads with hourly teams. You will find six templates: a yearly employee attendance tracker in Excel, a monthly attendance sheet for a team, a daily sign-in sheet, an attendance points tracker with a rolling 12-month total, a tardy log that calculates minutes late, and an absence report form. Every one has a filled-in example with realistic US sample data, and the spreadsheets count codes, points and minutes with working formulas.
Which attendance tracker template do you need?
Pick by what you need to see. Most employers use one tracker for the record and one form or log for the details.
| What you need | Best template | Format |
|---|---|---|
| A full-year record for each employee | 1. Yearly employee attendance tracker | Excel, PDF |
| The whole team on one page each month | 2. Monthly team attendance sheet | Excel, PDF |
| A paper record of who was on site | 3. Daily attendance sign-in sheet | Excel, PDF |
| A points or occurrence policy | 4. Attendance points tracker | Excel, PDF |
| Minutes late and leaving early | 5. Tardy and early departure log | Excel, PDF |
| Details of a single absence, with sign-off | 6. Absence report form | Word, PDF |
1. Yearly employee attendance tracker
Best for keeping a full-year attendance record for each employee
Employee attendance tracker · Maria Santos, billing specialist · Lakeside Medical Billing, Dayton, OH · 2026 (September and October shown)
| Month | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | V | S | H | L | E |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| September | H | S | L | V | V | 2 | 1 | 1 | 1 | 0 | ||||||||||||||||||||||||||
| October | L | E | S | S | 0 | 2 | 0 | 1 | 1 |
| Year to date, January to October | V 7 · S 5 · P 1 · H 7 · U 0 · L 4 · E 2 · F 0 |
|---|---|
| Days absent (V+S+P+U+F) | 13 |
| Unplanned absences (S+U) | 5 |
Codes: V vacation or PTO · S sick · P personal · H paid holiday · U unpaid or unexcused · L late · E left early · F FMLA or other protected leave. Weekends shaded; dark cells are dates that do not exist.
This employee attendance tracker in Excel is the record you reach for at review time or when you need to show a pattern, such as Mondays off. Leave normal workdays blank and type a code only for exceptions, so a year fits on one screen. Type the year once and the calendar updates, including leap years. Use one copy, or one tab, per employee. The F code keeps protected leave visible for scheduling but out of the absence counts that drive discipline.
2. Monthly team attendance sheet
Best for store, restaurant and shift managers tracking a whole team
Monthly attendance sheet · Northside Hardware, Grand Rapids, MI · October 2026 · X = worked as scheduled; blank = not scheduled
| Employee | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 24 | 25 | 26 | 27 | 28 | 29 | 30 | 31 | Worked | V | S | P | U | L | E | Rate |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| T | F | S | S | M | T | W | T | F | S | S | M | T | W | T | F | S | S | M | T | W | T | F | S | S | M | T | W | T | F | S | |||||||||
| Greg Holt | X | X | X | L | X | X | X | X | X | X | V | V | X | X | X | X | X | X | X | X | X | X | 20 | 2 | 0 | 0 | 0 | 1 | 0 | 100% | |||||||||
| Nina Alvarez | X | X | X | X | X | X | X | X | X | S | X | X | X | X | X | X | X | U | X | X | X | E | X | 21 | 0 | 1 | 0 | 1 | 0 | 1 | 91% | ||||||||
| Sam Okafor | X | X | L | X | X | X | X | X | X | X | X | X | X | S | S | X | X | X | X | X | X | X | X | 21 | 0 | 2 | 0 | 0 | 1 | 0 | 91% | ||||||||
| Lily Chen | X | X | X | X | X | P | X | X | X | 8 | 0 | 0 | 1 | 0 | 0 | 0 | 100% | ||||||||||||||||||||||
| Team totals | 70 | 2 | 3 | 1 | 1 | 2 | 1 | 95% | |||||||||||||||||||||||||||||||
Worked = X + L + E days. Rate = days worked ÷ (days worked + sick + unexcused). Nina: 21 ÷ 23 = 91%.
This attendance sheet template answers the manager’s monthly questions in one view: who missed shifts, whether absences cluster on weekends, and how many people actually worked each day. Mark only scheduled days, so a part-timer like Lily is not shown as absent on days she was never scheduled. Vacation, personal days and holidays do not lower the attendance rate; only sick days and unexcused absences do. If you want a rate that excludes protected sick leave too, code those days F.
3. Daily attendance sign-in sheet
Best for job sites, production lines, trainings and events
Daily attendance sign-in sheet · Riverbend Packaging, Line 2, Memphis, TN · Monday, November 9, 2026 · Supervisor on duty: Paul Greene
| # | Name (print) | Time in | Signature | Time out | Signature | Hours on site | Notes |
|---|---|---|---|---|---|---|---|
| 1 | Andre Johnson | 6:58 AM | A. Johnson | 3:30 PM | A. Johnson | 8.53 | |
| 2 | Beth Morgan | 7:02 AM | B. Morgan | 3:31 PM | B. Morgan | 8.48 | |
| 3 | Carlos Reyes | 7:15 AM | C. Reyes | 3:30 PM | C. Reyes | 8.25 | Late, bus delay |
| 4 | Dani Wu | 6:55 AM | D. Wu | 11:30 AM | D. Wu | 4.58 | Approved appointment |
| 5 | Evan Price | 7:00 AM | E. Price | 3:35 PM | E. Price | 8.58 |
People signed in: 5
A sign-in sheet is the simplest attendance sheet template: people write their own name and times, which makes it hard to dispute later. Keep it on a clipboard at the entrance or the line, and collect it at the end of each shift. Hours here are time on site, not paid time, so subtract unpaid meal breaks on the weekly timesheet before payroll. For safety trainings, the signed sheet doubles as proof of who attended.
4. Attendance points tracker
Best for employers with a points or occurrence attendance policy
Attendance points tracker · Kevin Brooks, forklift operator · Midland Freight, Indianapolis, IN · Points as of November 7, 2026 · Points expire after 12 months
| Date | Occurrence type | Details | Points | Expires on | Active? |
|---|---|---|---|---|---|
| 1.0 | 11/3/2026 | No | |||
| 1/12/2026 | Late arrival (15+ minutes) | 22 minutes late | 0.5 | 1/12/2027 | Yes |
| 3/9/2026 | No-call no-show | No contact for scheduled 6 AM shift | 3.0 | 3/9/2027 | Yes |
| 5/18/2026 | Protected leave (FMLA, sick leave law) | Approved FMLA, 3 days | 0.0 | 5/18/2027 | Yes |
| 6/22/2026 | Left early without approval | Left 2 hours early | 0.5 | 6/22/2027 | Yes |
| 9/14/2026 | Absence with notice | Called out, personal | 1.0 | 9/14/2027 | Yes |
| 10/26/2026 | Late arrival (15+ minutes) | 18 minutes late | 0.5 | 10/26/2027 | Yes |
| Active points | 5.5 |
|---|---|
| Current step | Verbal warning (4 points) |
| Points until next step | 0.5 to a written warning at 6 |
Points systems are popular with hourly employers because they replace “excused or not” arguments with a published scale. The tracker uses a rolling 12 months: the November 2025 absence has dropped off, which is why Kevin has 5.5 active points rather than 6.5 and is still at a verbal warning. Change the yellow tables to match your written policy. The FMLA row scores zero on purpose; the Department of Labor lists assessing negative attendance points for FMLA leave use as an example of an FMLA violation. When a warning is due, document it on an employee write-up form.
5. Tardy and early departure log
Best for call centers, clinics and stores where start times matter
Tardy and early departure log · Brightside Call Center, El Paso, TX · November 2026 · Grace period: 0 minutes
| Date | Employee | Scheduled start | Arrived | Minutes late | Scheduled end | Left | Minutes early | Reason |
|---|---|---|---|---|---|---|---|---|
| 11/2 | Alicia Gomez | 8:00 AM | 8:12 AM | 12 | 4:30 PM | 4:30 PM | 0 | Bus delay |
| 11/3 | Marcus Lee | 9:00 AM | 9:05 AM | 5 | 5:30 PM | 5:30 PM | 0 | Traffic |
| 11/4 | Alicia Gomez | 8:00 AM | 8:00 AM | 0 | 4:30 PM | 3:45 PM | 45 | School called, sick child |
| 11/5 | Dana Price | 10:00 AM | 10:22 AM | 22 | 6:30 PM | 6:30 PM | 0 | Overslept |
| 11/6 | Marcus Lee | 9:00 AM | 9:18 AM | 18 | 5:30 PM | 5:30 PM | 0 | Car trouble |
| Employee | Late arrivals | Minutes late | Early departures |
|---|---|---|---|
| Alicia Gomez | 1 | 12 | 1 |
| Marcus Lee | 2 | 23 | 0 |
| Dana Price | 1 | 22 | 0 |
| All | 4 | 57 | 1 (45 minutes) |
A tardy log turns “she’s always late” into numbers you can discuss fairly. Set the grace period in the yellow cell: with 5 minutes, Marcus’s 9:05 arrival would count as on time. Record the reason, because some reasons, like a sick child, may fall under protected leave in your state. Use the totals in a coaching conversation first, and point to your written tardiness policy so the consequences are clear before anyone is disciplined.
6. Employee absence report form
Best for documenting a call-out or absence when the employee returns
The absence report captures what the yearly tracker cannot: when the employee called, who they told, and what leave paid for it. Fill it in on the day they return, sign it together, and update the tracker and PTO balance the same day. The form deliberately asks for no diagnosis. If an absence might qualify for FMLA or a state or city sick leave law, tick the HR box so someone checks before any points are assigned. Our guide to no-call no-shows covers what to do when there was no notice at all.
How to use these attendance tracker templates
- Write the policy first. A tracker only works if everyone knows the rules: how to call out, how late counts as late, and what happens at each step. Start from our attendance policy guide.
- Choose one record and one detail sheet. For most teams that is the monthly attendance sheet (or the yearly tracker per person) plus the tardy log or the absence report.
- Use the same codes everywhere. V, S, P, H, U, L, E and F mean the same thing on every sheet, so totals line up and payroll can update PTO balances directly.
- Record on the day. Enter absences and late arrivals the day they happen, from the schedule and the time records, not from memory at month end.
- Review monthly and act consistently. Check totals once a month, apply the policy the same way to everyone, and write down every coaching talk or warning.
Spreadsheets are fine for one location. Once you are reconciling sign-in sheets, schedules and timesheets every week, the work moves to time and attendance software that does the comparison automatically. Our overview of time and attendance tracking explains the options.
US rules to know before you track attendance
These principles are checked against Department of Labor fact sheets and federal regulations. States and cities add their own leave laws, so check your state labor department as well.
- Protected leave cannot count against attendance. The Department of Labor lists assessing negative attendance points for FMLA leave use as an example of an FMLA violation. The FMLA covers private employers with 50 or more employees in 20 or more workweeks, and eligible employees get up to 12 workweeks of job-protected leave in a 12-month period. Many state and city paid sick leave laws protect covered absences too. Read the FMLA leave guide for eligibility.
- Pay hourly employees for time worked. Late arrivals reduce paid time only by the time not worked. The attendance tracker should not be used to dock more than that, and your state may restrict other wage deductions.
- Exempt employees work differently. Federal rules say an exempt employee must receive the full salary for any week in which they perform any work. Deductions for personal absences are allowed only in full days: an employee out for a day and a half can be docked for the one full day only.
- Attendance records are time records. The FLSA requires employers to keep time cards and the records behind wage calculations for two years and payroll records for three. FMLA leave records must be kept for no less than three years.
- Keep medical details out of the tracker. Record “S” or “F”, not a diagnosis. Medical certifications for FMLA belong in a separate confidential file.
Frequently asked questions
How do I track employee attendance in Excel?
Use one row per employee or month and one column per day, and type a short code for anything other than a normal workday: V for vacation, S for sick, L for late and so on. COUNTIF formulas total each code. Our yearly attendance tracker template does this for you, shades weekends and updates the calendar when you change the year.
Can FMLA absences count against an attendance policy?
No. The Department of Labor lists assessing negative attendance points for FMLA leave use as an example of an FMLA violation. Many state and city paid sick leave laws also protect covered absences. Record protected leave with its own code, F in our templates, so it scores zero and never triggers discipline.
Can I dock pay when an employee is late?
For hourly employees, you pay for the time actually worked, so 15 minutes late usually means 15 fewer paid minutes, and state rules on rounding and deductions apply. Exempt employees are different: they must receive their full salary for any week they do any work, and personal absences can be deducted only in full days.
How long should employers keep attendance records?
Attendance records that show hours worked are time records, which the FLSA requires you to keep for two years, with payroll records kept for three. Records of FMLA leave must be kept for at least three years. Keep attendance warnings in the personnel file, and check your state for longer retention periods.
What is the difference between an attendance tracker and a timesheet?
A timesheet records the hours someone worked so you can pay them. An attendance tracker records whether they showed up as scheduled: absences, late arrivals, early departures and leave. Hourly employers usually need both. The timesheet feeds payroll, and the attendance tracker feeds your attendance policy and PTO balances.