One-off and recurring tasks
A single list with toggle for one‑off vs. recurring tasks and a due‑date field for each.
Task Tracker in Google Sheets and Excel — free download
A task tracker is a free spreadsheet template where you log tasks, assign priorities and status on the Data sheet while the kanban dashboard automatically calculates completion percentage and shows overdue items. Works in Google Sheets and Excel, no sign-up required.
- FreeNo sign-upGoogle Sheets + Excel
Sound familiar?
- I forget tasks and have no single place to keep them organized.
- Tasks without deadlines disappear and I never return to them.
- I switch between To Do, In Progress, Done apps and lose context.
- Team tasks need shared access and I cannot edit the spreadsheet.
What the template can do
Priorities and kanban
Three columns: To do / In progress / Done. Each task has priority level (1–5) and can be dragged between columns.
Due‑date calendar
A calendar icon in each row highlights today's tasks and overdue items. A separate calendar sheet shows all due dates.
Completion percentage formula
Overall completion percentage updates automatically based on tasks in Done column.
How to use it — 5 steps
- 1
Open the "Make a copy" link for Google Sheets, or download the .xlsx and open it in Excel.
- 2
On the Settings sheet set your priorities and custom columns — that is the only setup needed.
- 3
Log each task on the Data sheet: title, priority, due date and whether it's recurring.
- 4
Drag tasks between kanban columns to reflect current status.
- 5
Check the Dashboard weekly: completion percentage and overdue items.
- 6
Press "Save changes" in the menu to keep everything.
Why a spreadsheet, not an app
Your data stays yours
The file lives in your Google Drive or on your computer. No account on someone else's service and no exporting of your data.
Transparent formulas
Everything is calculated by formulas you can open and edit. No closed code and no monthly fee for "analytics".
Works offline
The Excel version works fully without internet — on a plane, on the road, at a dacha.
What is included
- Google Sheets file with a “Make a copy” link and Apps Script macros
- Offline .xlsx version (Excel 2016+ / Microsoft 365, Windows and Mac) with a macro menu
- An Instruction sheet inside the file: a step-by-step start in your language
- 30 days of demo data so the dashboard comes alive right after copying
Why a task tracker in a spreadsheet
A spreadsheet beats an app for one reason: you can see how your task is counted. In an app, status columns are a black box; in a sheet every formula is open and the logic can be adapted to you. Task‑management research keeps showing the same thing: regularly moving tasks to Done reduces the mental load, because the completion becomes visible the same day instead of at week end.
Kanban Dashboard: at a glance
Three columns show everything at once: To do — tasks with priorities and due dates; In progress — tasks currently being worked on; Done — completed tasks with completion timestamp. A top‑bar shows overall completion percentage and number of overdue items.
Mobile entry option
If you want to enter data from a phone: duplicate the Google Sheet, create a simple Google Form with fields: Task title, Priority (1‑5), Due date, Status (To do/In progress/Done). The form writes to the Data sheet, and the dashboard updates automatically.
Ready for scaling
The template includes 100 tasks out of the box. To track more, add rows on the Data sheet and adjust the count in a few formulas. The dashboard will update automatically: completion percentage and overdue alerts.
Extensions
You can add an assignee column for team tasks, or link tasks to a weekly planner (CSV export). The formulas are open — edit, copy or extend as you see fit.
Ready template
Everything described above is already set up in the Task Tracker template: kanban with three columns, priorities, due dates, completion percentage, a calendar sheet and a dashboard with 30 days of demo data. Download the .xlsx or make a Google Sheets copy — free and without sign-up.
If the article helped, you can support it with a donation — but it is optional.
Frequently asked questions
Is it really free and without sign-up?
Yes. The download is direct: no form, no email, no trial period. The site runs on voluntary donations and advertising.
How is this better than a kanban app?
An app is handier on a phone but closed: you never see the formulas and cannot change the logic. A spreadsheet is fully yours — edit tasks, columns, formulas and reports. For phone entry use a Google Form or a QR code pointing to the input sheet.
Does it work in Excel on Mac?
Yes, the .xlsx works in Excel 2016 and newer on Windows and Mac. VBA macros live in a separate ribbon menu; if VBA is unavailable, all analytics still work on plain formulas.
Can I use it from a phone?
Yes: enter data through Google Sheets on mobile, or through a duplicate Google Form. Mobile entry is verified against the mobile layout of Google Sheets.
Who can see my tasks?
Nobody. The file lives in your Google Drive account or locally on your computer. The site collects no data about the spreadsheet contents.
What if I reset the kanban?
Use the "Reset board" button on the Dashboard. You can restore from backup or a duplicate of the ready version.
How many tasks can I track?
The template includes space for 100 tasks, but you can add unlimited rows on the Data sheet and adjust the count in a few formulas.
Download the template and start using it today — it is free.