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.
The disadvantages of traditional manual scheduling
Are you still managing your employee scheduling on paper? Your time could be better spent on other HR processes or investing in your core business. Besides, navigating the ever-changing sea of employee availability and preferences can be exhausting. The entire process presents countless opportunities for errors and mixups. Also, if one of your workers needs to change shifts, it can be frustrating to accommodate their request.
The benefits of using our free printable weekly employee schedule template [Excel]
Switch from paper and pencil to a weekly employee schedule template (Excel spreadsheet). You’ll gain the advantage of automated scheduling tools based on employee availability.
Using this template will improve the accuracy of your schedules and eliminate the errors that can creep in through manual data entry. You can adapt the template based on your business and your team. Best of all, you’ll save hours by using this ready-made template.
Streamline your work schedule planning with When I Work
Affordable software that improves the way you handle schedule planning. Thanks to the cloud-based app, users can create and edit schedules on any device from anywhere in the world. Create schedules in mere minutes, and share them with your team.
When I Work allows companies to:
- Create, edit, and manage schedules
- Communicate through the app
- Respond to time-off requests
- Track time and attendance
- Manage projects
The When I Work platform can handle both single and multiple locations. And with access to real-time data, you’ll gain maximum visibility over your labor costs.
Automated employee scheduling
Automated features let you create your entire schedule in just one click. All you have to do is create the shifts you need. The software will automatically create a schedule based on your needs and your employees’ availability and/or qualifications.
Why reinvent the wheel? When I Work allows you to duplicate the schedule from the previous week—or you can create a template for repeated use. You can use this template to create new schedules, and When I Work will continue to populate shifts with the right workers.
Never worry about being short-staffed or having too many workers on the clock. When I Work offers labor forecasting tools so you can optimize your schedule based on cyclical demand. You’ll keep your business running at peak efficiency and save on unnecessary labor costs.
Integrated time clock
With When I Work, any device can be used as a time clock. Managers can easily track and generate reports for attendance, hours worked, break time, and more. With pay rules and schedule integration, companies can better control costs and increase their bottom line. While this is a significant advantage for remote workers, it also comes with added features for on-site workers, including a GPS functionality that improves the accuracy of your time tracking while introducing an added layer of employee accountability.
Keep your team in sync and on task with robust messaging features. Along with group chat functionalities, the When I Work platform allows your team to send messages directly to one another without revealing their phone numbers. The app also makes it easy to share
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.