Employee Schedule Template | Staff Shift Planner, Time Off Tracker (Excel, Google Sheets) | Weekly Rota, Shift Rotation

EMPLOYEE SCHEDULE, SHIFT PLANNER & TIME-OFF TRACKER
Build the week from a dropdown. See the labour cost before you post the schedule, not after payroll runs.

🎁 FREE BONUS INCLUDED — Labor-Cost & Coverage View (a $18 value): shows coverage gaps and your total labor cost as you build the week. Yours free with this template.

Scheduling software charges $2-5 per employee per month. With 20 staff that's over $600 a year, forever, for something a spreadsheet does perfectly well. This is a one-time file that handles unlimited employees.

Type your team in once. Then each week you pick a shift code for each person from a dropdown — the file works out everyone's hours, flags anyone heading into overtime, prices the whole schedule at their real hourly rate, and tells you which roles are short-staffed before you find out the hard way.

✅ WHAT'S INCLUDED
• 1 x Excel (.xlsx) file — works in Excel, Google Sheets and Apple Numbers
• 8 ready-built tabs with 460+ formulas already written and tested
• A full sample week for a 12-person team — type straight over it, or clear it and start fresh
• Plain-English 'Start Here' guide and colour legend
• Print-ready weekly schedule for the break room wall
• Free customization — message me and I'll adjust it for you

📊 THE 8 TABS
1. Start Here — how it works, in plain English. Five minutes and you're running.
2. Dashboard — the week in sentences: total hours, labour cost, overtime, your busiest and priciest days, coverage gaps and how many time-off decisions are waiting on you.
3. Employee Roster — name, role, hourly rate, weekly hour cap, PTO allowance and availability notes. Every other tab reads from this one list.
4. Shift Types — eight shift codes set up and ready (OPEN, MID, CLOSE, NIGHT, AM-4, PM-4, PTO, OFF). Change the start and end times and the hours recalculate. Overnight shifts that cross midnight are handled correctly.
5. Weekly Schedule — the dropdown grid. Every shift colour-codes itself, daily hours and headcount total at the bottom, and each person's total hours, overtime hours and cost appear on the right.
6. Time Off Tracker — log holiday, sick and personal requests with approved/pending/denied status. PTO balances calculate themselves and pending days are counted separately so nothing gets double-booked.
7. Labor Cost & Coverage — coverage by role for every day with anything below your minimum flagged red, cost broken down by role, and your labour-to-revenue ratio with a verdict.
8. Monthly Summary — four weeks side by side with hours, overtime, cost and labour percentage, plus a plain-English read on whether your wage bill is climbing.

⭐ WHY IT WORKS
• CATCHES OVERTIME BEFORE YOU PAY IT — set your threshold (default 40 hours) and anyone over it turns red, with the extra hours automatically priced at 1.5x
• PRICES EVERY SHIFT — the schedule costs itself out as you build it, so you know the number before you commit to it
• SHOWS YOU THE GAPS — set a minimum headcount per role and any day below it flags red
• RESPECTS EVERYONE'S CAP — set a maximum weekly hours per person and the dashboard names anyone you've gone over
• HOLIDAY BALANCES THAT MAINTAIN THEMSELVES — approve a request and it comes off the balance
• LABOUR vs REVENUE — enter your expected weekly takings and see your labour percentage with a straight verdict on whether it's healthy
• UNLIMITED EMPLOYEES — add as many rows as you need, no per-seat pricing, ever

💻 HOW IT WORKS
1. Download the .xlsx file straight after purchase
2. Open it in Excel, or upload to Google Sheets (File ▸ Import ▸ Replace spreadsheet)
3. Set your shift times on Shift Types and enter your team on Employee Roster
4. Build the week on Weekly Schedule from the dropdowns — the dashboard writes itself

👥 WHO IT'S FOR
Restaurants, cafés and bars · retail shops · salons and barbers · cleaning companies · landscaping and trades crews · care providers · event and seasonal businesses · any small business running 5-30 hourly staff.

📱 COMPATIBILITY
Works in Microsoft Excel, Google Sheets and Apple Numbers, on desktop, tablet and phone. No app to install, no subscription, no account to create.

⚠️ PLEASE NOTE
This is a DIGITAL DOWNLOAD. No physical item will be shipped. Because of the nature of digital files, all sales are final — but if anything isn't working, message me and I'll sort it out.

💬 QUESTIONS?
Message me any time. I built this and I'm happy to customise it for how your business runs.

📗 HOW TO OPEN IN GOOGLE SHEETS (free & easy):
This is one file that works in BOTH Excel and Google Sheets — there's no separate file to find, you just import the download once:
1. Go to sheets.google.com and open a blank spreadsheet
2. Click File ▸ Import ▸ Upload
3. Drag in the .xlsx file you downloaded from this order
4. Choose "Replace spreadsheet" and click Import data
All tabs load as a full Google Sheet saved in your Drive — edit it on any device. (Prefer Excel? Just double-click the file to open.)

© ReadySheetGo. For personal use only. Please don't resell or redistribute.

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VIDEO TUTORIAL INCLUDED
This template comes with a step-by-step video walkthrough to help you get set up in minutes. Your tutorial link is included with the instant download.