Employee Schedule Template with PTO Tracker and Payroll Calculator for Excel and Google Sheets, Staff Shift Planner and Timesheet

Most small businesses run the schedule in one file, time off in another, and payroll in a third. None of them knows about the others, so the schedule gets posted before anybody works out what it costs, and the time off request that was approved in July gets scheduled over in October.

This is one file for all three. Move a shift and the labor cost, the overtime flag and the time off clash all move at the same moment.

THREE THINGS YOU ARE PROBABLY WORRIED ABOUT

1. "I never know what a week costs until payroll runs."
Here the schedule prices itself as you type it. Write a shift and the cost, the overtime hours and the share of your sales target move on the same keystroke. In the worked sample, a nine person week comes to 306 hours and 6,674 dollars, which is 33.7 percent of the sales target.

2. "Somebody always gets scheduled on a day they already have off."
Any shift written on a day already approved off turns red in the grid and is counted per person. The worked sample catches one, on a Wednesday, before the schedule was posted.

3. "Overtime creeps in and I only find out afterward."
The overtime column is live and turns amber the moment somebody crosses the line you set. The sample week has three people over forty hours and 227 dollars of overtime premium in it. Start one Saturday shift four hours later and that premium falls to 175 dollars, because those four hours were overtime, not straight time.

WHAT IT IS

A single spreadsheet workbook, 12 connected tabs, room for 25 people. Built for a small business with hourly staff: a cafe, a salon, a shop, a clinic front desk, a crew. Works in Microsoft Excel and in Google Sheets. Instant digital download, nothing shipped.

WHAT IS INSIDE

Start Here. The four things to do first.
Setup. Your week, your overtime rule, your accrual policy, your pay period.
Team. Everyone who works here, their rate, and their time off position.
Schedule. One week, shift by shift, priced and checked as you write it.
Schedule Cost. The week by day and by role, and its share of sales.
Time Off. Every request. Nothing moves until the status reads Approved.
PTO Balances. Carried in, earned, taken, booked ahead, and free to book.
Timesheet. The hours actually worked across the pay period.
Payroll Run. Regular, overtime, paid time off, gross, and the employer share.
Attendance. Lates, absences and no shows, with a rolling ninety day count.
Training and Certs. What expires, how many days are left, what to renew.
How the Math Works. Every formula in the file, written out in plain English.

THREE THINGS THE SEPARATE FILES CANNOT DO

The schedule costs itself before it is posted. Hours, dollars, overtime and share of sales, live, on a Thursday afternoon while the schedule can still be changed.

Time off conflicts are caught at scheduling time, not after somebody complains. Approved days are known to the grid, and the count sits at the top of the cost tab.

Accrual that matches how a small business actually runs it. Hours worked accrual or a fixed annual grant, with a carryover cap and a free to book figure that answers a request honestly. The sample carries 216 hours of accrued time off, worth 4,616 dollars at current rates, which is a liability most owners never see until somebody leaves.

WHAT YOU GET

The workbook in four color editions: Colorful, Light, Dark and Editorial.
A three color zip with Colorful, Light and Dark together.
A two page quick start PDF.
A free step by step video tutorial with full voiceover.
Watch it first: https://youtu.be/Tgmn9i5Gsgc

WHAT IT RUNS ON

Microsoft Excel 2016 and later, Mac or PC. Google Sheets in any browser, free. Apple Numbers opens it too. Phone and tablet apps work for checking a balance; writing a schedule is easier on a laptop. No add ons, no macros, no install, no subscription.

HOW IT WORKS

Set your overtime line, your accrual policy and the week you are scheduling. Type your people, their roles and their rates. Write the week: in, out and the unpaid break in minutes, with a blank day for a day off. Check that clashes read zero and the share of sales is a number you are happy with. Then post it.

Cream cells are yours to type in. Every other cell is calculated. Nothing here reads your computer's clock unless you tell it to, so the worked sample stays readable forever.

GOOD TO KNOW

Is this payroll software? No. It works out gross pay and an estimate of the employer's share so you know what payday costs before it arrives. It withholds nothing and files nothing; that stays with your payroll provider or your accountant.
Is it legal advice? No. Overtime, sick leave and time off rules vary by state and sometimes by city. This file counts overtime by the week, which is the federal floor, and your state may be stricter. Check before you rely on a number.
How many people fit? Twenty five rows on every tab that needs them.
Does it connect to a time clock? No. Timesheet is typed in, which is how a business this size actually works.

Because this is an instant digital download, all sales are final. If anything does not open or does not work as described, message me and I will fix it.

Made by NicheToolkits.

THE PAPERWORK THAT GOES WITH IT
HR Forms Bundle: the offer letter, onboarding checklist, write up, incident report and termination letter, as fillable PDF and editable Word, plus a seven tab Employee Roster. https://www.etsy.com/ch/listing/4571033905/formularpaket-fur-die-personalabteilung