Staff Schedule Template
Add your people and your shifts, click a cell to put someone on a shift, and the hours per person and the coverage per shift work themselves out. Print the filled schedule or a blank one for the week, copy it as text or download a CSV. A template, not scheduling software, and no sign-up.
What the template gives you
People down, days across
Up to 100 people and one or two weeks, Monday or Sunday start, dated from any day you pick. Add people one at a time or paste a list, one name per line, with a role next to the name if you want it on the sheet.
Your own shifts
Morning, day, evening, night and off come preset; edit the code, the label and the times, or add your own, up to 12. A shift that ends at or before it starts crosses midnight.
Hours per person
The shifts assigned to each person added up for the period, and per week when two weeks are shown, so nobody ends up with 56 hours by accident.
Coverage per shift
Under each day, how many people are on each shift against the minimum you set for that weekday, with a warning where the day is short.
Copy last week
With two weeks on the grid, one button copies the first week onto the second; then change the swaps.
Print, copy, CSV, draft
Print the filled schedule or a blank one, copy the whole thing as text for the team chat, download a CSV, and come back to the draft kept in this browser.
Employee schedule template, work schedule or rota?
Employee schedule template, work schedule template, shift rota, roster: the same sheet under different names. It answers one question for the people on it, when am I working next week, so it needs the names, the days, the shift on each day and the hours, and it needs to be posted where people will see it before the week starts.
This page is that sheet. It does not generate a rotation for you: for a 4-on-4-off, DuPont or other repeating pattern, build it with the shift schedule generator and paste the names here to fill in the week. It does not record who turned up (that is the attendance tracker) and it does not calculate pay (that is the time card calculator).
Which tool for which job
- A repeating rotation
- A 4-on-4-off, 2-2-3 or DuPont pattern on a calendar, with a calendar file for the phone. Shift schedule generator
- Next week's schedule
- This page: who is on which shift each day, with hours and coverage.
- Who was there
- Present, absent, late or excused per session, with totals. Attendance tracker
- Hours for pay
- Time in, time out and breaks, with the week's total and gross pay. Time card calculator
- A timesheet to fill in
- One sheet per person per week, to print and sign. Timesheet template
- Time off
- How much leave someone has earned by a date. PTO accrual calculator
Tips for a schedule people keep
Post it before the week starts
A schedule people see on Thursday for the week after lets them plan; one they see on Sunday night gets swapped on Monday morning. Print it or paste the text into the team chat.
Minimums first, preferences second
Set the minimum coverage per shift and weekday before you place anyone, fill the short days first, then place the requests. The warning row tells you when you are done.
Balance the hours
Look at the hours column before you post. Two people on 48 and one on 24 is a conversation, not a schedule.
Set a team rule for swaps and night-to-day gaps
Decide once how a swap is agreed and how much rest you want between a night and the next day shift, write it in the notes line, and apply it the same way to everyone. This page states no legal rule; your contract or agreement may.
More on running the team itself: nurse manager one-on-ones, charge nurse duties, the nursing staff meeting, field sales management.
The schedule gets agreed in the staff meeting.
Record the meeting with ParrotNotes and get the transcript, the decisions and the action items, so the swaps and changes people agreed land on the sheet instead of in someone's memory. Free for 100 minutes of recording a month.
Get ParrotNotes freeRelated tools
- Shift Schedule GeneratorSee your own rotating, 10-hour or 12-hour shift pattern on a calendar, with hours per week, and add it to your phone as a calendar file.Open the tool
- Attendance TrackerTrack who attended each session of a training, class or recurring meeting in one grid, with totals per person and a CSV export.Open the tool
- Timesheet TemplateMake a weekly, biweekly or monthly timesheet with hours, breaks and overtime totals per day, to print, copy or download as CSV.Open the tool