Shift schedule templates

A shift schedule shows who works which shift on which day, so every role is covered. Staff rotas and volunteer rosters work the same way for teams that take turns.

Include the period covered, people or roles, shift start and end times, cover for each role, hours for each person, and swap requests. Publish the schedule well ahead of time, and give swap requests a clear place to go, so changes are not agreed by word of mouth.

Many teams publish two to four weeks ahead, which gives people time to plan childcare, study and other commitments. Check any local rules on notice for changes.

Spread weekends, nights and holidays evenly, and balance each person's hours against their contract. Rotate unpopular shifts so the same people do not always take them.

Ask volunteers for their availability first, then fill the roster around it. Confirm each shift a few days ahead and keep a backup contact for gaps.

Start with Shift Schedule: Plan who works each day, compare scheduled hours with contracts and spot overtime. If that is not the right fit, compare it with Staff Rota.

The templates here are 4 pages long. Cut any section you do not need; each template explains what its sections are for.

Yes. These shift schedule templates work in Google Sheets and Microsoft Excel. All 3 templates are free, with no account or email needed.