Four men looking at papers on a table - work schedule template

Work Schedule Template (Excel)

A free Excel work schedule with daily hours per employee, overtime hours, weekly pay and hours covered each day.

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What is in this template

This workbook has a Schedule sheet and a How to use tab. It is for small teams who plan shifts by the hour each week and want to see labor cost at the same time.

Schedule

Enter the week start date, the weekly hours after which overtime starts, and the overtime pay multiplier. List up to 25 employees with a role, the hours scheduled for each day from Monday to Sunday and an hourly rate. Total hours, overtime hours and weekly pay are calculated. Weekly pay is regular hours times the rate plus overtime hours times the rate times the multiplier. The total row shows how many hours are covered each day. Below it you get total scheduled hours, total labor cost, overtime hours, average hours per employee and the number of staff working on Saturday, plus a chart of hours per day.

How to use

Steps with links back to the schedule.

The sample data

Six made-up employees are scheduled for 230 hours. Labor cost is $3,878. Maria L. is scheduled for 44 hours, which is 4 hours of overtime and weekly pay of $1,012 at $22 an hour with a multiplier of 1.5. Tuesday and Wednesday carry the most hours (36 and 37). Four people work on Saturday.

How to use it

  1. Enter the week start, the overtime threshold and the multiplier your policy uses.
  2. List each employee and their hourly rate.
  3. Type the hours scheduled for each day. Leave blank for a day off.
  4. Check overtime hours. They turn red when above zero.
  5. Look at hours per day to find days that are over or under covered.

Tips

  • Use the daily totals to match staffing to the busy days.
  • Move a shift to another day before you pay overtime.
  • Copy the sheet each week to keep a record.
  • Add a note column on the right if you track shift start and end times separately.

Overtime rules differ by place and by contract. Check the rules that apply to you before relying on these numbers.

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    Frequently asked questions

    Does it enter shift start and end times?

    No. It uses hours per day, which keeps the totals simple. Add your own columns for start and end if you need them.

    How is overtime calculated?

    Hours above the threshold you enter, paid at the rate times the multiplier.

    Can I use it for part-time staff?

    Yes. Enter their hours and rate like anyone else.

    Are the names real?

    No. They are invented.

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