TEMPLATE
Shift schedule:
Excel template
Download the template
Use this template to plan a month with one, two or three shifts and see for every day whether each shift has enough people.
You pick the month and year, and Excel fills in dates and weekdays. The template counts shifts and hours for each employee.
What is in the template:
Monthly plan with date, weekday and weekends highlighted by formula
Shifts from a drop-down list: early, late, night, vacation, sick or off
Staffing per day and shift against your minimum for weekdays and weekends, with a warning
Shifts and hours per employee from your table of shift types with start, end and break
Flag when fewer than 11 hours of rest lie between two shifts
Example of a three-shift operation with 12 employees, Excel file without macros
Who it is for
Who the shift schedule template is for
The template is for shift leaders and supervisors who plan a month in one, two or three shift operation and want to keep an eye on minimum staffing every day. It suits teams that plan on paper or in a homemade spreadsheet today.
How to work with the shift schedule template
- 1
Pick the month
Select month and year, and Excel fills in dates, weekdays and weekends.
- 2
Assign shifts
Pick early, late, night, vacation, sick or off for each employee and day.
- 3
Check staffing
The template compares every day with your minimum staffing, counts shifts and hours per employee and flags rest periods that are too short.
What to consider in shift planning
Eleven hours of rest between two shifts
The EU Working Time Directive sets a minimum daily rest of 11 consecutive hours, and many national laws build on it. The template flags changes that fall below this.
Set minimum staffing per shift
Weekdays and weekends often need different staffing. Set both values so the warning fits your operation.
Agree the rules early
In many companies, shift patterns need the agreement of a works council or employee representatives. Agreeing patterns and rules early makes monthly planning faster.
Further reading
Download the shift schedule template
Fill in the short form and you receive the download right after.