Free Employee Schedule Maker & Weekly Work Schedule Template
Assign morning, evening or split shifts, track each person’s hours and download your staff schedule as PDF, Excel/CSV or an image.
Schedule details
Team (3)
Shifts (4)
No hours = day off
- 8 h
- 8 h
- 8 h
- 0 h
Schedule
Tap a cell to assign a shift.
| Person | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Hours |
|---|---|---|---|---|---|---|---|---|
| Person 1 | 0 h | |||||||
| Person 2 | 0 h | |||||||
| Person 3 | 0 h | |||||||
| Hours per day | 0 h0 people | 0 h0 people | 0 h0 people | 0 h0 people | 0 h0 people | 0 h0 people | 0 h0 people | 0 h |
Each person takes the row of the person above; the first one gets the last row.
Download or print
Your draft is saved in this browser.
How to build a fair work schedule
A good schedule is not just every slot filled: it is nobody always getting the worst shifts. Before filling in the grid, decide which shifts your business really needs and how many people each time block requires. Then schedule the busiest days first.
- Rotate the shifts nobody wants. Closing, weekends and split shifts should take turns. The “Rotate shifts” button does that rotation in one click.
- Protect rest time. Give everyone at least one full day off and avoid a closing shift followed by an opening shift the next morning.
- Watch the hours. Set the weekly maximum from each person’s contract: the tool flags anyone above it in red.
- Check hours per day. The bottom row adds up hours and people for each day; if a peak day has fewer people than a quiet one, rebalance.
What a staff schedule template should include
The business name and week, each person’s name, the shift for every day with start and end times, days off clearly marked, total hours per person and a legend of shifts. That way the schedule makes sense pinned on the wall or forwarded to the team chat, with no follow-up questions.
Publish it ahead of time and flag any change: a schedule that shifts at the last minute leads to confusion and swap requests.
Let bookings follow your schedule
In CitaFlow each team member has their own working hours and calendar, and online booking only offers slots when that person is working. No bookings on their day off.
7 days free · No credit card required
Frequently Asked Questions
How do I make an employee schedule?
Start by defining the shifts your business uses (for example morning, evening, split and off) with their start and end times. Then add your team members and tap each cell of the weekly grid to assign a shift. The tool adds up the hours for each person and each day, so you can see right away if someone is over their hours or a day is short-staffed.
Can I export the schedule to Excel or PDF?
Yes. Download a CSV that opens directly in Excel or Google Sheets, print it or save it as a landscape PDF with shift colors and a legend, or download a PNG image to share in your team chat.
How do I add a split shift?
In the Shifts section, tick “Split shift (second block)” on the shift you want and enter the times of the second block. Both blocks count towards the person’s weekly total.
What does “Rotate shifts” do?
It moves the week’s rows down one position: each person gets the shifts of the person above, and the first person gets the last row. It is a quick way to share weekends, evenings or closing shifts fairly from one week to the next.
Is my schedule saved?
Your draft is saved automatically in your browser on this device, including every week you have filled in. Nothing is sent to a server. If you switch devices or clear your browser data, download a CSV or PDF first.
Can I reuse last week’s schedule?
Yes. “Copy previous week” brings last week’s shifts into the current week, and “Duplicate into next week” copies the current week forward. Then you only change what is different.
Does it work for any kind of business?
Yes. Shift names, times, colors and team members are all editable, so it works for a salon, a barbershop, a repair shop, a retail store, a gym, a restaurant or any team that works in shifts.