Free Printable Weekly Work Schedule For Employee Scheduling [Template]
If you’re still making the work schedule by hand using a pencil and a piece of paper, you’re wasting valuable time and energy that could be spent training employees, talking with customers, improving your products and services, and working on many other tasks that help you maintain and grow your business.
Here’s how to use the printable work schedule template:
Step 1Enter Your Employees
On the purple tab titled Employees, enter employees names, hourly rate, and overtime limit (how many hours an employee can work before overtime kicks in) on each row.
Step 2Create Shifts and Roles
On the green tab titled Shifts, enter start and end times for shifts. In the box titled Shift Types, enter the names you have for each kind of shift. (i.e. manager, server, host, team lead etc.)
Step 3Start Scheduling!
Now that you have your employees and shifts entered, simply select an employee from the drop down and select their shifts from drop downs on each day. (To change the week, change the start date at the top of the schedule).
That’s it! If you’d like to start over with an empty schedule, just click the CLEAR button to remove all existing data from the document. One final thing to note: The PRINT button may not work in programs other than Adobe Acrobat. If the button is unresponsive, you will simply need to proceed with printing as you would with any other document.
Want to skip the printable work schedule template and just start using employee scheduling software instead?
SAVE UP TO 15 HOURS A WEEK BY SCHEDULING WITH WHEN I WORK.
Sign up to try When I Work free for 14 days and see how much easier it is to schedule your employees.
Frequently Asked Questions
It’s a spreadsheet that you can use to build your schedule in a way that’s easy for employees to read. It has the calendar laid out for you, and you can keep your employee names entered in there so you don’t have to start fresh every single week. It also does the math for you, so you can keep track of how many hours each employee is scheduled to work and how much overtime you can expect.
You need to have your employee names and positions, shift data, and hours. You’ll also need the calendar dates in your schedule template. Once you have all of that information, you can match employees to shifts and manage the labor hours as they accrue. You’ll also need to be aware of any time-off requests so you don’t schedule employees for when they’re not available to work.
An employee scheduling template lets you copy the schedule from week to week. You can also avoid small mathematical errors in hours because the spreadsheet does the addition and subtraction for you. Plus, having a digital copy makes it easier to send out to employees via email or text.
Even though it’s a template, you’re still building the schedule manually, which takes a lot of your valuable time every week. You’ll spend hours in the office building and adjusting the schedule. Plus, every time you make a change throughout the week, you’ll have to send out a completely new schedule, which can lead to miscommunication with your employees. You’ll never know if they’re looking at the right schedule.
Starting with a scheduling template can save you the set up time of building your own schedule within a program like Excel. Your time is valuable, so even if it seems like you’re saving money with a template or your own version, you’re still taking your time away from other, more important tasks your business might need from you.
You can use an employee scheduling software like When I Work, which will save you hours each week building and managing the schedule. You’ll also get valuable services like team messaging and giving your employees 24/7 access to the schedule, so you know they have the latest information. Try When I Work free for 14 days to see how it can help your business.