How to make a weekly work schedule
- Add each person on the team. The example names are there to show the format; replace them.
- Type each shift as a start and end time: 9-5, 7am-3:30pm or 17:00-23:00. Leave days off blank.
- Set the unpaid break per shift so the hours are what you’ll actually pay.
- Check each person’s weekly hours and the daily totals on the bottom row.
- Print it for the back room (it prints in landscape) or download it as a spreadsheet to share.
Your schedule stays in this browser, so next week you can start from this one.
Tips for a schedule that works
- Staff your busy hours. Your sales by hour tell you when you need two people at the counter and when one is plenty.
- Post it early. A week or two ahead lets people plan, and cuts down on last-minute swaps.
- Watch weekly hours. Hours over 40 in a workweek usually mean overtime pay for hourly staff.
- Spread the less popular shifts fairly, and keep a note of availability.
- Check local rules. Some cities and states have scheduling laws (like advance-notice rules for larger employers) and break rules.
From schedule to payroll
A schedule is the plan; a time card is what actually happened. After the week, total the real clock-in and clock-out times with the time card calculator, and use the hours calculator for one-off shifts. Wondering how many hours make someone full time? See full-time vs part-time hours.
Frequently asked questions
How do I make a weekly work schedule?
List your staff, then type each person’s shift for each day, like 9-5 or 7am-3:30pm, and leave days off blank. The schedule totals each person’s hours and the week’s labor hours.
How do I type shifts?
Use a start and end time with a dash: 9-5, 9am-5:30pm, 17:00-23:00. Without am or pm, 9-5 is read as 9 AM to 5 PM. Type “off” or leave it blank for a day off.
Can I subtract breaks?
Yes. Set the unpaid break per shift, like 30 minutes, and it comes off every shift’s hours.
Is my schedule saved?
Only in this browser, so you can come back and edit it. Nothing is sent to our servers.