A good work schedule covers busy times, keeps overtime down and tells people when they work. Excel can do the arithmetic for you. Our free work schedule template has the formulas built in.
Updated November 2026
Step 1: Know what the business needs
Write down the busiest days and the minimum people required at each time. The schedule exists to meet that, not the other way round.
Step 2: Build the grid
Put employees down the side and Mon to Sun across the top. Type the hours each person works on each day. Total hours is =SUM(C9:I9).
Step 3: Work out overtime
Overtime is the hours above your threshold: =MAX(0,J9-$B$5). If the threshold is 40 and someone is scheduled for 44 hours, overtime is 4. Pay is =(J9-L9)*K9+L9*K9*$B$6. At $22 an hour and a multiplier of 1.5 that is 40 x 22 + 4 x 22 x 1.5 = $1,012.
Step 4: Check coverage
Add each day column. In the example Monday has 30 hours, Tuesday 36 and Wednesday 37. A chart of hours per day shows quickly if a quiet day is heavily staffed or a busy day is thin.
Step 5: Check the cost
Add the weekly pay column. The six-person example comes to $3,878 for 230 hours. If that is too high, move hours from days with more cover than you need.
Good scheduling habits
- Publish the schedule early so people can plan.
- Keep a copy of each week.
- Be consistent with days off where you can.
- Check local rules on notice, breaks and overtime.
Overtime rules vary by place, so confirm what applies to you.
Frequently asked questions
How do I calculate overtime pay?
Pay regular hours at the rate and overtime hours at the rate times the multiplier.
How many hours before overtime?
It depends on your location and contract. Enter your own threshold.
How do I check coverage?
Sum the hours for each day and compare them with what that day needs.
Is there a free template?
Yes. The work schedule template on this site includes these formulas.