How to Create an Employee Schedule Template in Google Sheets

Creating an employee schedule can seem like a daunting task, but with Google Sheets, it becomes a lot more manageable.

Whether you’re organizing shifts for a small team or a larger workforce, a well-structured template can save you time and ensure everyone is on the same page.

Why Do You Need an Employee Schedule Tracker?

An employee schedule template is essential for any business that wants to ensure smooth operations and a happy workforce. Managers can save time by using a standard schedule template, instead of creating a new one every week. Employees like knowing when they’ll work. A well-designed schedule helps make sure there are enough workers, follows labor laws, and spreads out the workload evenly.

Step 1: Open Google Sheets

First, go to Google Sheets. Once you’re in Google Sheets, click on the ‘+’ or select a blank template to start from scratch. This gives you a clean slate to customize your employee schedule. Then, name your spreadsheet by editing the “Untitled Spreadsheet” on the upper left corner of the sheet. In this case, I’ll use “Employee Schedule.”

Step 2: Set Up Your Columns and Rows

Think about the information you need to include in your schedule, such as:

• Week
• Employee ID
• Employee Name
• Days of the Week

Step 3: Input Employee Shift

Next to each employee’s name, under the appropriate day, input their shift schedule. You can add dropdowns with the options, such as:

• Morning Shift
• Afternoon Shift
• Night Shift
• Half-Day Leave (1st Half)
• Half-Day Leave (2nd Half)
• On Leave
• Off

To add dropdowns, click on the cells where you want to put your dropdowns then click Insert > Dropdowns then customize the options depending on your requirements.

Step 4: Add Additional Details

At the top of your sheet or in an extra column, add any important notes, like specific tasks. This keeps everyone informed.

Step 5: Add Employee Information

Aside from employee schedules, it is important to have contact information in case of urgent matters or emergencies. To do this, you can add another spreadsheet specific to the employee information.

Click the “+” icon in the lower left corner. Once the new spreadsheet is open, you can add information, such as Employee Name, Contact Number, Email, Address, and Emergency Contact Person.

After that, you can now rename your spreadsheets to avoid confusion.

Step 6: Customize Your Schedule

Highlight different shifts or roles in distinct colors.

If you have a lot of employees, consider freezing the first row and/or first column. This way, the names and days of the week remain visible as you scroll. Do this by going to “View” → “Freeze” and selecting your preference.

Make sure all the content fits well by adjusting the size of each column.

Step 7: Share Your Schedule

Google Sheets makes it easy to share your schedule with your team. Click on the “Share” button in the upper right corner. You can then enter the email addresses of your employees or generate a link to share with them. Make sure to adjust permission settings to either “Viewer” or “Commenter” unless you want them to edit the schedule.

Get a copy of the free Employee Schedule Template.

Final Thoughts

Creating a bespoke employee schedule in Google Sheets doesn’t have to be complicated. With these steps, you can make a functional, easily shareable schedule that meets your team’s needs. Remember, the more organized your template, the easier it is for everyone to stay on track.

Frequently Asked Questions

Can I automatically generate shift times in Google Sheets?

Yes, you can use formulas to auto-populate shift times based on predetermined rules, however, you’ll need some basic knowledge of Google Sheets functions like IF, TIME, and CONCATENATE.

Is there a way to integrate the Google Sheet schedule with Google Calendar?

You can manually add shifts to Google Calendar, or use third-party add-ons or scripts to integrate your Google Sheets schedule with Google Calendar for automated syncing.

How can I prevent employees from editing their schedules in Google Sheets?

Set their permission to “Viewer” when you share the document with them, allowing only the schedule manager to have edit access.