Download the schedule template
What's in it
A simple grid for one week: a row for each person, a column for each day and a total for each person. There are two rows at the bottom, one for the hours you need each day and one for the hours you've scheduled, so you can see where you're short or over. The first two rows are examples, so type over them.
It's a CSV file, so it opens in Excel, Google Sheets, Numbers or nearly anything else. Once it's open, save it in that program's own format so you can add formulas and colors.
How to fill it in
Start with what you need. Fill in the "Hours needed" row before you write down a single name. Base it on your sales or customer counts for each day. If you aren't sure how, try the labor cost calculator.
Place your fixed pieces first. Key holders for each opening and closing, approved time off and anyone with fixed hours.
Then fill in the rest. Write shifts in a consistent way, such as "9-5." Add up each person's total, and check it against 40 hours.
Compare your two bottom rows. Then look for anyone who closes late and opens early the next day.
For the whole process, read how to build a weekly schedule in under an hour.
Tips for a spreadsheet schedule
- Save a copy for each week, and name it by date. Federal rules say to keep work schedules for at least two years.
- Save a "normal week" version so you can start from that rather than from blank.
- Use color for roles or for locations, but keep it simple.
- Give it to people the same way every time, and on the same day.
- If you change something after publishing, tell the people affected directly. Don't count on them noticing.
Where a spreadsheet stops working
A spreadsheet is fine for a small team with a steady schedule. You'll know you've outgrown it when:
- People keep working from an old version someone printed
- Swaps are happening in a group text, and the sheet's out of date
- You can't tell who's heading into overtime until it happens
- You're copying hours from the schedule into payroll by hand
- You have more than one location, or more than one person editing it
At that point, it's probably costing you more than it saves.
When you're ready for more
In PinkLinq, you can drag shifts on a week grid, copy last week with one click and see hours and cost beside your sales. Press Publish, and everyone gets their shifts on their phone. They can claim open shifts and offer swaps without calling you. It's free for up to 10 people.