How to Create a SharePoint Team Vacation Tracker using Microsoft Lists | 2023 Simple Guide

Step by step instructions on how to create a team vacation tracker in SharePoint using Microsoft Lists. I'll also demonstrate how to integrate the list into Microsoft Teams.
Visit the link below to see the step-by-step breakdown:
www.tw-waytek....
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Check out Part 2: Adding 5 enhancements to your Vacation Tracker at the link below:
• 5 Big Enhancements to ...
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[@Peaceofmind-z9k]

Thank you so much for this explanatory video 👍🏻

[@tw-waytek]

Hello @user-el6uc1wv5c, thanks for sharing your positive feedback, I'm happy to have helped with your Team Vacation Tracker.

[@Coatsey007]

An excellent video, thank you. I did an extensive search for this and only your video remotely came close.

[@tw-waytek]

That's awesome, I'm so glad I could help, thanks for sharing!

[@MatthewParksSr]

I just did this for my IT team, and it is a godsend. It was so simple and really met a need. The feedback from my team is that they love it, and it is convenient since it is located directly in Teams, which is where we live. The only gripe is that we wish we could have distinct color for the different team members in the calendar view.

[@tw-waytek]

Hello Matthew, thanks so much for the positive feedback and I'm so glad I could help. I know there is a conditional formatting option, let me look into it to see if it could solve your only issue, which is a valid one.

[@MatthewParksSr]

@@tw-waytek WOW. Thanks for looking in this. I am looking into the making the vacation name a drop down, as we have a limited menu of options for time off. I think would speed of the entry process. Also look at the automation side to see what is possible, i.e., reminders, etc. Again, this tutorial is great, exactly what a person needs to create this.

[@tw-waytek]

Hello @MatthewParksSr, it's my pleasure, if you go to your Calendar View from Microsoft Lists and select the drop down, there should be an option to Format Current View, select it and click on Manage Rules under Conditional Formatting. Here you can assign different colors to different team members. If "Team Member" is equal to "User Name" Show List item as "Specific Color". Create a separate rule for each team member. Try it out and let me know if it works for you and do not hesitate to reach out if you have any other questions. I like where you're going with the other features such as setting up Reminders using Power Automate. Maybe I'll do another video based on your recommendations, let me know if you have any other ideas related to the Calendar view.

[@MatthewParksSr]

@@tw-waytek SHH... This may be a startup collab for us. I will give it a try when as soon as I can. Thanks for the work!

[@tw-waytek]

Hello @MatthewParksSr, just a heads up, I posted a new video on providing enhancements to your Team Vacation Tracker: kzbin.info/www/bejne/r3urfZ-qnM6YopI

[@AprilVaden]

Thank you this works perfectly for managing my project team's PTO!

[@tw-waytek]

Thanks @AprilVaden for your positive feedback, much success for you and your team!

[@claycampbell5568]

Thank you! This video was very helpful!!

[@tw-waytek]

Hello @claycampbell5568, thanks for your feedback, I'm glad it was helpful. Reach out if you ever have any questions.

[@cloutierlouise1623]

How can we add this as with approval actions? i.e having it sent for approval then automatically adding to the calendar?

[@tw-waytek]

Hello @cloutierlouise1623, thanks for your post, I created a video that shows how to add approvals to your vacation tracker which can see here: kzbin.info/www/bejne/r3urfZ-qnM6YopI. Question, after an approval are you looking to add the vacation request to the SharePoint List Calendar view or to a Microsoft Outlook Calendar?

[@sandeeptable]

It is exactly what I have been looking for. Thank you so much!! The only question I have is that if there is a way to add an approval layer? I will try to look for it from my side but would greatly appreciate your inputs.

[@tw-waytek]

Hello @sandeeptable , thanks for your comment and I'm glad I was able to help. I plan on doing a part 2 of this video to include an approval process hopefully next month, so stay tuned.

[@sandeeptable]

@@tw-waytek Thank you so much!! Looking forward to it. 👍

[@tw-waytek]

Hello @sandeeptable, just a heads up, I posted a new video on providing enhancements to your Team Vacation Tracker: kzbin.info/www/bejne/r3urfZ-qnM6YopI to include approvals.

[@bramaupers2984]

Very valuable stuff indeed. Only thing I'm missing an wondering if this can be added is how to get an overview on a certain member's total days or hours off or have it being deducted from a grand total of holiday hours which are set at the start of a contract.

[@tw-waytek]

Hello @bramaupers2984, thank-you for watching and excellent feedback, I will look into seeing if your suggestion could be implemented.

[@tw-waytek]

Hello @bramaupers2984, just a heads up, I posted a new video on providing enhancements to your Team Vacation Tracker: kzbin.info/www/bejne/r3urfZ-qnM6YopI to include tracking hours.

[@Mostafahassan14]

Thanks for sharing, just quick question can i have field for number of days off excludes weekends

[@tw-waytek]

Hello @Mostafahassan14, it is no problem to add additional fields, are you looking for any type of business logic as part of your request?

[@oangelavenir]

thank you for the video Tyler. I just set it up, but I chose a vacation from July 1st 2024 to July 4 2024. In the calendar view, it doe not show the time frame (period). It only shows the day of July 4th as vacation day. It does that for all vacation time frame added. Any suggestion?

[@tw-waytek]

Hello @oangelavenir, thanks for reaching out, if you click on the drop down on the calendar view, you should see the option for the type of calendar views, there is "Month", "Week", "Work Week", and "Day". It sounds like "Day" is selected and you need to change it to "Month". I hope this answers your question, let me know how you make out.

[@ramyayandrapu1935]

Can I integrate this to outlook ?

[@tw-waytek]

Hello @ramyayandrapu1935, great question and thanks for asking, I recently posted a new video that shows a few ways of tracking what is happening in the Vacation Tracker via email (to Outlook) that you can visit here: kzbin.info/www/bejne/r3urfZ-qnM6YopI. There is not a Microsoft List app that can be added to the Outlook sidebar like other Microsoft apps, unfortunately. If interested, I could look into either how to receive a daily or weekly email of the current snapshot of open vacations from the tracker or maybe even to integrate the vacation dates into a calendar in Outlook, your thoughts?

[@DinisPereira-wj2ru]

Great video! I have only one issue: when im going to add the list to my team in Microsoft Teams, it doesnt show up and when i insert the list link it says "This connection did not work because you do not have access or because it is not supported." Can you help me?

[@tw-waytek]

Hello @DinisPereira-wj2ru, thanks for reaching out, there could be several issues, reach out to me via my contact form and share some images of the issue so I can better troubleshoot for you: www.tw-waytek.com/contact-me/

[@soumyadip1000]

How to delete the entries on the pto entry table? When I delete the Row remains visible..also in calender view the name of the employee is not visible ..can we do that ?

[@tw-waytek]

Hello @soumyadip1000, thanks for reaching out, to delete a row from the list you need to mouse over a row and select its radio button to the left of its name, then select delete in the menu. This will remove the row from the table and any views you have created. To see the Team Member name in the Calendar View, edit the view and change the "Title of Items on Calendar" to Team Member. I hope this helps, let me know how you make out. If you are still struggling with it, feel free to contact me directly at www.tw-waytek.com/contact-me/

[@ashleymcintosh6697]

On the calendar view by selecting title, how can you tell which leave has been approved or rejected by each user

[@tw-waytek]

Hello @ashleymcintosh6697 for your question, based on the existing setup, the easiest way to do this would be to add a choice column to your list called Approved with the option of selecting either Yes or No, then on the calendar view you can add conditional formatting to the title color based on whether the Approved drop down is Yes or No. Visit my post below on how to setup conditional formatting: www.tw-waytek.com/5-big-enhancements-to-a-sharepoint-vacation-tracker-in-microsoft-lists/

[@AngelCook-te3fn]

I am looking for the calendar view and it is not there. I have no plus sign next to all items. Any suggestions?

[@tw-waytek]

Hello @AngelCook-te3fn, thanks for your question, you're on an older version of Lists, but no worries, click on "All Items" and then "Create New View". You can also visit my blog post which shows it from the previous version: www.tw-waytek.com/sharepoint-team-vacation-tracker. Let me know how you make out.

[@bobblandeburgo3842]

Can recurring dates be added?

[@tw-waytek]

Hello @bobblandeburgo3842, thanks for reaching out, there is nothing out of the box in SharePoint that I'm aware of to accomplish this task. The best option would be to create a flow in Power Automate, here is a link to a video series on how to set that up: kzbin.info/www/bejne/bH6aeHhnaappm5Y. I hope this helps and let me know if you have any other questions.

[@bobblandeburgo3842]

@@tw-waytek Thank you!

[@mohitsaini9231]

If i want to add all teams members with 100 people how can i add ?

[@mohitsaini9231]

Please answer

[@tw-waytek]

Hello @mohitsaini9231, thanks for reaching out, are you asking how to share the list with your team of 100 people? Visit this link: support.microsoft.com/en-us/office/share-a-list-or-list-items-46ea196c-78a1-4d3d-b672-a272cba06fb0. Let me know how you make out.