Downtime Tracking Template (Excel + Google Sheets, Free)
What's inside the downtime tracking template
The workbook has two tabs: Downtime Log (up to 200 rows - equipment, date, start and end time in decimal hours, and cause) and Equipment Rollup (up to 20 pieces of equipment, with planned hours you enter).
Duration calculates automatically for every stoppage as end time minus start time - times are entered as decimal hours (8.5 = 8:30), which keeps the subtraction simple and avoids needing a time-of-day format.
Cause is a dropdown - Breakdown, Changeover, No material, Planned maintenance, Other - so every stoppage rolls up by reason automatically, matching the reason-code hierarchy that manufacturing-specific competitors describe but don't always pre-build into a downloadable file.
Per-equipment rollup and availability %
The Equipment Rollup sheet pulls total downtime hours for each piece of equipment automatically from the log via SUMIF, matched by equipment name - no manual filtering or pivot table needed.
Availability % is (planned hours minus downtime hours) divided by planned hours - enter your planned production hours for the period, and availability recalculates instantly as new downtime gets logged. This goes beyond the flat log-only tracker found in the top direct-file competitor (Smartsheet's downloadable .xlsx).
Breakdown vs. changeover vs. planned maintenance
The log summary totals downtime hours by cause automatically - breakdown hours and changeover hours are broken out specifically, since those are usually the two categories operators want to reduce first.
Breakdown-cause rows are flagged with conditional formatting directly in the log, so unplanned stoppages stand out at a glance while you're scanning a busy shift's entries.
Who this template is for
Production supervisors and manufacturing plant managers who need a self-contained file to log stoppages and see availability by equipment - no signup, no OEE software subscription required.
It's a logging and rollup tool, not a full OEE (performance and quality) system - use it for availability tracking and cause analysis, and pair it with your existing quality and throughput data for a complete OEE calculation.
How to use it
- Log every stoppage: equipment, date, start and end time in decimal hours, and cause.
- Duration calculates automatically for every row.
- Enter planned hours per equipment on the Equipment Rollup sheet to see downtime hours and availability % update automatically.
Download the free Downtime Tracking Template (Excel + Google Sheets, Free)
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Frequently asked questions
Why are start and end times entered as decimal hours instead of clock time?
Decimal hours (8.5 = 8:30) keep the duration formula a simple subtraction, avoiding time-format complications. Convert clock time to decimal by dividing minutes by 60 (e.g. 8:30 = 8 + 30/60 = 8.5).
How is availability % calculated?
(Planned hours minus downtime hours) divided by planned hours, for the equipment and period you enter. It recalculates automatically as you log new downtime.
Does this calculate full OEE (Overall Equipment Effectiveness)?
No. It calculates availability from downtime and planned hours - performance and quality, the other two OEE components, aren't tracked here.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The duration and rollup formulas keep working.
How many stoppages and equipment can I track?
Up to 200 rows on the Downtime Log sheet and up to 20 pieces of equipment on the Equipment Rollup sheet.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.