Employee Schedule Maker

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  • August 26, 2014 Updated
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Creating a shift schedule could be confusing and time consuming especially if it has to meet a certain criteria, for example, number of shifts, number of people, maximum working hour per week, certain off day, and many other requirements that could be different among different types of companies. The main challenge should be, how to create a comfortable pattern to be implemented to company’s employees that will give them enough rests and maintain their productivity within their working hours to maintain company’s product and service quality on serving clients.

Because it has become major issues among many companies, there are many well known shift patterns have been designed by experts to help those companies solve the issues. Some are very popular and widely used in many industries.

This template includes three schedule makers to satisfy various scheduling needs.

Template Contents

Simple Shift Schedule Generator

The shift schedule generator is for making weekly shift schedules and it is based on the condition that in one day period, a company might need two kind of shift patterns, usually it is applicable to retail stores, where one shift pattern is created for that retail store employee that have direct relation with customers, and the other shift pattern is applicable to its security people. And there are working hour calculator next to the name of shift worker to help you monitor the working hour of the worker whether it meets your company regulation or not.

Shift Schedule Generator Pro

A simple tool in Microsoft Excel to help you arrange and manage your employee’s shift schedule. This shift schedule template is created using Microsoft Excel, without macros. You can open and use it in Windows, Apple/Macintosh or even Google Spreadsheet environment without any problems. And with Excel platform, you can easily create a report, or integrate it into your other Microsoft Documents easily.

Employee Shift Schedule

The common shift pattern are “the three shift system” where a day may be divided into three shifts, each of eight hours, and each employee works just one of those shifts; they might for example be 00:00 to 08:00, 08:00 to 16:00, 16:00 to 24:00. Generally, “first shift” refers to the day shift, with “second shift” running from late afternoon to midnight or so, and “third shift” being the night shift. On occasion, more complex schedules are used, sometimes involving employees changing shifts, in order to operate during weekends as well, in which case there will be four or more sets of employees. And there are some of websites provide a nice tool to help you managing your shift work schedules. And there are some simple excel spreadsheets also available that can be used to manage your shift.

The shift schedules I made is a weekly shift schedule for one week period and based on the condition that in one day period, a company might need two kind of shift patterns, usually it is applicable to retail stores, where one shift pattern is created for that retail store employee that have direct relation with customers, and the other shift pattern is applicable to its security people. And there are working hour calculator next to the name of shift worker to help you monitor the working hour of the worker whether it meets your company regulation or not.

Shift Schedule Manager with Attendance Tracker Pro

This template generates shift schedules based on similar engine with above spreadsheet, but it has employee swapping capabilities and others as mentioned. Plus, you can combine until three different shift schedules to three different groups within one worksheet.

Shift Schedule Generator Lite with Sample Data

Here, I didn’t create an excel template to generate a new shift pattern or formula. I just adopted common patterns and map it into a 52 week shift schedule (lite version is only accommodate 4 week shift schedule). This template should help you finding the most suitable shift plan and map your employees into a printable shift schedule and distribute it to your employees within minutes. And if you can’t find one, there is a custom shift plan feature that will allow you to create your own pattern. It should remove your duty works on planning from the scratch.

It is more suitable for small scale industries where the companies have no more than 200 employees and want to implement simple shift patterns. If you are working in a big company with more than 200 employees, I don’t think this template is a good fit for your needs. Using more sophisticated software should be more beneficial for you where those software should help you not just to plan a suitable shift schedule but also will help you managing all shift schedule related activities, such as attendance related activities.

Employee Shift Schedule

Steps to use this spreadsheet are as follows (you can see the sample inside, and clear it once you start managing your shift):

  1. Select your desired week period
  2. Define your shift time for period 1 and 2
  3. Type in the name, initial and title of your employee
  4. Type in the title in the left column of shift schedule table
  5. Select the the employee into the shift period table by selecting their initial
  6. Watch the number of hour per week that will be revealed in employee table

I also put some conditional formatting that will reveal and hide cell line automatically once you type in, select or clear the column in shift schedule table. Feel free to modify or adjust the table to suit your needs.

Shift Schedule Generator Pro

Using this template will cut your shift scheduling arrangement from hours to minutes. And with more than 40 Pre-Designed widely used shift plan, you can choose and apply it within minutes. There is also a template to create your own shift pattern that might suited your company shift schedule more.

24/7 Plan
Almost all shift schedules are designed to cover companies or industries that implement 24/7 working days, where it is difficult for one employee to work in this type of schedule. Shifts can be divided into 1, 2, or 3 time period where at least it needs 2 groups to cover the whole working days. Several famous plan you can find and select in this spreadsheet are :

  • Four On Four Off
  • Pitman
  • Five and Two
  • Dupont
  • Panama
  • Metropolitan
  • Continental

Non 24/7 Plan
Arranging shift schedules for companies that are not implement 24/7 working days is easier, because employees at least will have one day off. The challenge is only on managing the working hours of all employees. There are a complete list of Non 24/7 plan in Features section. And if you can’t find the suitable one, just use the custom feature to create your own shift plan.

Features

46 Pre-Designed Shift Plan: With this 46 Pre-Designed Shift Plan, you can directly select the plan that suit your business nature and map your employees based on your choice. You can try several plan before deciding the best one which suit your company’s need. If you can’t find the suitable Pre-Designed shift plan, you can create your own custom shift plan. It is as easy as typing all required parameters and set your pattern in related shift plan table.

Shift Schedule in Custom Time and Group View: You can personalize generated shift schedule before you print and share it to your employees. Schedule will be generated for 52 weeks period. You can choose to use time or group view or you can use both. You can set the schedule to be seen or printed in 1, 2, 3, 4 or 5 weeks.

Automatic Working Hour Calculation: This feature will allow you to see the amount of working hour of all your employees for 52 week period.

Shift Schedule Generator Lite with Sample Data

Two Shift Plan:
One well known plan is called “Early and Late”, commonly used in services industries, or industries which have services department to support their products. For example Customer services department (help desk, complain department, etc), convenience stores, child cares, where they need more employees to cover those busy hour at certain time period. This plan will divide employees into 2 shifts where there is a time overlap between those shifts, for example 1st shift will work from 8:00 am to 16:00 pm while 2nd shift will start at 10:00 to 18:00 within 10 hour working day. You can use pre-designed plan with the same name, and there are variations that you can implement in this plan. You can change the working day time, shift time period, and start time of each shift to more suit your company working hour. Another common shift plan is “Four On Four Off”, that is being adopted in the United Kingdom and some parts of the United States. Here, employees are working for four days, usually in 10 to 12-hour shifts and then have four days off.

Three Shift Plan:
This is the most common shift plan which has been widely used to cover 24/7 period in most industries. Here, 24 hours per day is divided in balanced 8 hour shift time where each daily shift period will be covered by the same or different groups based on company policy. There are plenty of variations applied based on this plan and of them is Continental plan, which has been adopted primarily in central Europe. It is a rotational three-shift system that is usually worked for seven days straight and get 2/3 days Off before starting another consecutive 7 working days again.

You can find and read more complete shift schedule information of those Pre-Designed plan in many internet sites.

Getting Started

There are 3 easy steps to use this template :

Step 1 : Select Shift Plan

  1. Go to SHIFT PLAN worksheet (click SHIFT PLAN tab above or SHIFT PLAN tab worksheet below)
  2. Type your company shift starting date at cell F4. It will be used as a starting day of the week as well.
  3. Select your shift plan by typing “v” at column E, next to your shift plan choice. Selected row will turn into blue color. There are 46 pre-designed Shift Plan and 1 Custom Shift Plan you can select. Remember to remove this “v” if you plan to select other plan. There is a built-in option button can be implemented to avoid this problem, but some excel version, especially used with Mac/Apple operating system, can’t process this built-in option button well.
  4. You can change some values in pre-designed shift plan cells. Cells that are available to be modified are surrounded with blue borders.
  5. You can modify shift starting time on pre-designed plan in column  P, R, T, V. Shift ending time will be calculated automatically based on shift time period
  6. If you select CUSTOM shift plan, you have to fill all values in its row and type your own pattern in the table below CUSTOM shift plan row. Type “A” for the first group, “B” for the second group, until “F” for the sixth group, depends on the number of teams/groups that you have set.

Step 2 : Distribute Employees

  1. Go to EMPLOYEE NAME worksheet
  2. Type your employee name in column D. Other columns in employee table are optional.
  3. Distribute your employees into shift groups. There is conditional formatting to help you identify duplicate entries (employee name cells will turn into pink color) and allocated employees (employee name color will turn into blue in employee table while unallocated employees will stay black).

Step 3 : Personalize Shift Schedule

  1. Go to SHIFT SCHEDULE worksheet
  2. Personalize your generated shift schedule worksheet. There are 2 options to view generated shift schedule, Shift View and Group View.
    • Shift Time View will visualize shift schedule based on shift time where each group will be placed in corresponding shift time.
    • Shift Group View will visualize shift schedule based on shift group where each shift time will be placed in corresponding shift group. “

The Lite version accommodate 24 employees only, while the Pro version can accommodate until 210 employees. There are several other feature limitation in Lite version that you can read in About part of the spreadsheet.

Shift Schedule Manager with Attendance Tracker

Shift schedule generator spreadsheet above has no attendance tracking feature. If you are looking for the attendance tracking feature where you can swap employees, mark absent employees and calculate their working hour daily, you may consider the "Shift Schedule Manager with Attendance Tracker" template.

Features

  • Generate as many as three different shift plans to three different groups with similar/different member names. For example, you can set similar employees for first group that are assigned to work in the morning from Monday to Friday, and then include their names again into the second groups who assigned to work at night on Saturday and Sunday.
  • Set different time duration or overlapping time for each generated shifts. In daily and weekly working hour, there are formulas to calculate their total working hours based on those duration automatically
  • Plan employee’s vacations and swap them when they are scheduled to work on those days. It is as simple as putting their names in vacation list table, then see color marker (orange) shown up in generated shift schedule worksheet on respective dates. You must swap them with other employees by using the drop down list from the cell at the right side of respective employees.
  • Mark absent employees. Just select the ABS code in the generated shift schedule table and then put the absent code in attendance tracker worksheet. Their working hour won’t be included in their daily and weekly working hour calculation.

Simple Shift Schedule Generator

The common shift pattern are “the three shift system” where a day may be divided into three shifts, each of eight hours, and each employee works just one of those shifts; they might for example be 00:00 to 08:00, 08:00 to 16:00, 16:00 to 24:00. Generally, “first shift” refers to the day shift, with “second shift” running from late afternoon to midnight or so, and “third shift” being the night shift. On occasion, more complex schedules are used, sometimes involving employees changing shifts, in order to operate during weekends as well, in which case there will be four or more sets of employees. And there are some of websites provide a nice tool to help you managing your shift work schedules. And there are some simple excel spreadsheets also available that can be used to manage your shift.

Shift Work Schedules

Steps to use this spreadsheet are as follows (you can see the sample inside, and clear it once you start managing your shift):

  1. Select your desired week period
  2. Define your shift time for period 1 and 2
  3. Type in the name, initial and title of your employee
  4. Type in the title in the left column of shift schedule table
  5. Select the the employee into the shift period table by selecting their initial
  6. Watch the number of hour per week that will be revealed in employee table

I also put some conditional formatting that will reveal and hide cell line automatically once you type in, select or clear the column in shift schedule table. Feel free to modify or adjust the table to suit your needs.

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