A staff holiday spreadsheet can be a perfectly reasonable starting point for a very small team. It is familiar, inexpensive and flexible.
The problem usually appears later, when the spreadsheet is expected to handle requests, balances, approvals, working patterns and a team calendar at the same time.
When a spreadsheet works well
- The team is very small.
- One person manages all holiday.
- Working patterns are simple.
- Requests are infrequent.
- There is no need for employee self-service.
Where spreadsheets start to struggle
As a team grows, the spreadsheet itself is rarely the only system involved. Requests may arrive by email, approval may happen in chat, and approved leave may need to be copied into a shared calendar.
| Task | Spreadsheet approach | Holiday software |
|---|---|---|
| Request leave | Email or message | Employee request form |
| Check balance | Manual lookup | Employee self-service |
| Approve leave | Reply + update sheet | Approval workflow |
| See clashes | Check another calendar | Clash context |
| Record changes | Manual edits | Activity history |
Holiday record-keeping matters more from 2026
Acas states that from 6 April 2026, employers must keep records of annual leave and holiday pay.
Records must include holiday taken, holiday carried over, holiday pay and payments in lieu of holiday. Acas says these records must be kept for at least 6 years.
Acas says employers can keep these records in any reasonable format, including an online management system or a spreadsheet.
What holiday software adds
- Employee self-service balances.
- Structured online requests.
- Manager approval workflows.
- Potential clash visibility.
- Shared team calendars.
- Consistent working-pattern information.
- Better visibility of changes and decisions.
When should a business switch?
There is no magic employee number. A useful sign is when holiday administration starts depending on several tools or on one person remembering to keep everything synchronised.
A focused holiday management system can be useful before the business needs a wider HR platform.
Official sources
This guide provides general information for UK employers and teams. It is not legal advice. Employment circumstances can differ, so check current official guidance or obtain professional advice where needed.