Template · Free download
Shift Schedule Template
A weekly shift schedule template to assign staff across days and shifts, track coverage and hours, and publish a clear rota your team can rely on.
Enter your details below to unlock the free PDF and CSV download.
Get your free download
Enter your details — the PDF downloads instantly.
What you get
- A seven-day shift grid showing who works when at a glance
- Shift definitions with start, end, and break times
- A weekly hours summary per employee to manage cost and overtime
- A coverage check so no shift is left understaffed
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Schedule details
- Location / team
- Week starting
- Manager on call
Shift definitions
| Code | Shift | Start | End | Break | Paid hours |
|---|---|---|---|---|---|
| E | Early | 06:00 | 14:00 | 30 min | 7.5 |
| D | Day | 09:00 | 17:00 | 30 min | 7.5 |
| L | Late | 14:00 | 22:00 | 30 min | 7.5 |
| O | Off | — | — | — | 0 |
Weekly rota
| Employee | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Total hrs |
|---|---|---|---|---|---|---|---|---|
| Alex Rivera | E | E | O | D | D | O | O | |
| Jordan Lee | D | D | L | L | O | E | O |
Total hrs = sum of paid hours for the shift codes assigned that week. Watch for anyone exceeding their contracted hours (overtime) and confirm minimum coverage per shift before you publish the rota.
This is a preview — the full template continues in the download.
Enter your details above to download the full template.
How to use this template
- 1
Define your shifts
Set your shift codes and their start, end, and break times in the shift key.
- 2
Assign the rota
Place a shift code in each employee-day cell, balancing coverage with availability and leave.
- 3
Check hours and coverage
Total each person's weekly hours and confirm every shift has the minimum staff before publishing.
Frequently asked questions
How far ahead should I publish the schedule?
Publish at least one to two weeks ahead so staff can plan their lives. Some regions have fair-workweek laws requiring 7 to 14 days notice and premium pay for last-minute changes — check your local rules.
How do I avoid scheduling people over their hours?
Use the weekly hours total per employee and compare it to their contracted maximum. Anything over moves into overtime, which is costlier and can breach rest-period rules, so balance the rota across the team.
How do I handle leave and availability?
Mark approved leave before assigning shifts so you never roster someone who is off. Collect availability and time-off requests ahead of building the rota to cut down on last-minute swaps.