Employee Schedule Template

An employee schedule template is a pre-formatted spreadsheet used to manage shifts, leave, and availability across a month.

It helps employers and managers allocate workloads fairly, maintain proper staffing levels, and gain visibility into who is available to work on specific days. By using a template, companies avoid last-minute scheduling issues and reduce errors that can occur with manual planning.

A schedule template provides structure and consistency. Instead of creating a new calendar from scratch every month, managers can simply input employee names, assign shifts, and mark absences.

It also makes it easier to communicate schedules to employees, so everyone knows when they are expected to work. A documented schedule reduces confusion, improves accountability, and ensures compliance with labor rules around working hours and leave.

This free template includes everything needed to manage both shifts and absences:

• A list of employee names
• A 31-day calendar layout
• Shift assignments (1st, 2nd, or 3rd shift)
• Absence types such as:
  • SL – Sick Leave
  • VL – Vacation Leave
  • ML – Maternity Leave
  • PTL – Parental Leave
  • UL – Unpaid Leave
• A notes section for additional comments

All entries are supported by a color-coded legend, making it quick to see who is on duty and who is on leave.

Yes. The template is fully customizable. You can change shift codes, add new leave categories, or adjust the calendar to fit shorter or longer scheduling cycles.

Absolutely. Whether you manage a restaurant, a hospital, a retail store, or a factory, this template adapts to different industries and team sizes. It works equally well for fixed schedules or rotating shifts.