Free tool
Shift schedule template
A free template for your weekly shift schedule. Enter the times in Excel and let it add up each person’s week and how many people work each day, or print the PDF and fill it in by hand.
Download the template
Excel template
Type start and end times: each person’s weekly hours, the people per day and the hours per day work themselves out. A week over 45 hours turns red. It comes with an example week filled in. Opens in Google Sheets too.
Download Excel (.xlsx)Printable PDF
A4 landscape, a blank week: 16 employees, seven days and the weekly total. Print it and pin it up in the kitchen or on the board.
Download PDFFree, no sign-up.
An example week
The example in the Excel template: a café’s floor, kitchen and bar team.
| Employee | Department | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Total |
|---|---|---|---|---|---|---|---|---|---|
| Emma Brown | Floor | 10:00–18:00 | 10:00–18:00 | 10:00–18:00 | 10:00–18:00 | Off | Off | 10:00–18:00 | 40 h |
| Liam Smith | Floor | Off | 16:00–00:00 | 16:00–00:00 | 16:00–00:00 | 16:00–00:00 | 16:00–00:00 | Off | 40 h |
| Olivia Jones | Kitchen | 09:00–17:00 | 09:00–17:00 | 09:00–17:00 | 09:00–17:00 | 09:00–17:00 | Off | Off | 40 h |
| Noah Wilson | Kitchen | 14:00–22:00 | 14:00–22:00 | Off | 14:00–22:00 | 14:00–22:00 | 14:00–22:00 | Off | 40 h |
| Ava Taylor | Bar | 17:00–01:00 | 17:00–01:00 | 17:00–01:00 | Off | Off | 17:00–01:00 | 17:00–01:00 | 40 h |
| Ethan Clark | Kitchen | Off | Off | 09:00–17:00 | Off | Off | 12:00–22:00 | 09:00–17:00 | 26 h |
How to make a weekly shift schedule
- 01
Write down your opening hours and busy times
Note when you open and close each day and your lunch and evening rush. The shifts have to cover them.
- 02
Set your shift times
For example, mornings 09:00–17:00 and evenings 16:00–00:00. A few fixed shift times make the schedule, and your team’s lives, easier.
- 03
Write how many people each day needs
Think department by department: at least three in the kitchen on Saturday night, say. The template’s people-per-day row shows a gap.
- 04
Ask about time off and availability
Before you plan, find out who can’t work which day; changes afterwards wear everyone out.
- 05
Check the weekly hours
Keep everyone under 45 hours a week; the template shows anyone over it in red. Spread the hours fairly across the team.
- 06
Share the schedule early
Let the team see next week a few days ahead. If something changes, tell the people it affects.
Rules to know when you schedule (Turkey)
- Normal working time is at most 45 hours a week; beyond that is overtime.
- A working day can’t be longer than 11 hours.
- Night work (between 20:00 and 06:00) can’t be longer than 7.5 hours.
- Every seven days, at least 24 hours of uninterrupted weekly rest.
- Breaks: 15 minutes for up to 4 hours of work, half an hour for 4 to 7.5 hours, one hour for more than 7.5 hours.
Source: Turkish Labour Law No. 4857, Articles 46, 63, 68 and 69.
Where Excel stops
Stop sending the schedule as a picture every week
In Shiftrio you build the schedule on your phone; once you publish it, everyone gets their own shifts on theirs. Time off and swaps are requested in the app, a saved template fills the week in one tap, and when the schedule changes the people it affects hear about it.
Free for up to 10 employees. iPhone and Android.
Questions
- What is a shift schedule?
- A table of who works which day and between which hours. It is usually made weekly and shared with the team.
- How does the Excel template work out the hours?
- You type a start and end time for each day as 09:00; the template adds up the time between them. A shift past midnight, such as 22:00–06:00, counts correctly too.
- Can I use the template in Google Sheets?
- Yes. Upload it to Google Drive and open it with Google Sheets; the formulas work there too.
- How many hours a week can someone work in Turkey?
- Under Turkish labour law, normal working time is at most 45 hours a week and no more than 11 hours a day. Work beyond 45 hours is overtime and paid at a higher rate.
- How do I share the schedule with the team?
- Save the template as a PDF or take a screenshot and send it to the group. If you’d rather not announce every change by hand, publish it in an app like Shiftrio and everyone sees their own shifts on their phone.
The template and the rules are for information only; they are not legal advice. A collective agreement or your employment contracts may set different limits.