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Free weekly work schedule template

A seven-day staff schedule for small teams, in three formats. You name your own shift blocks once, then build each week from dropdowns while the sheet totals everyone’s hours as you go. Made for bars, cafés, salons and service crews — the places where the schedule changes on a Tuesday.

  • · Hours totalled per person, and headcount per day
  • · Overnight shifts that cross midnight count correctly
  • · A filled example week you can copy from
  • · Prints on one landscape page for the wall
Weekly schedule template (CSV)Opens in Google Sheets, Excel or Numbers · no email needed

Want the other two formats?

The spreadsheet totals everyone’s hours as you fill it in, and the PDF prints on one page for the wall.

The files appear right here — no inbox trip. We keep your address to email you about Daypart now and then, and nothing else.

What you get

A week at an eight-person bar

This is the Example tab, exactly as it ships. Each cell holds a shift block rather than a time range, so a week is eight dropdowns per person instead of fifty-six typed times — and the Hours column adds itself up.

Example weekly staff schedule for an eight-person bar, showing shift blocks per person per day with total scheduled hours.
EmployeeRoleMonTueWedThuFriSatSunHours
Maya R.BarOPENOPENOFFOFFCLOSECLOSEDINNER38
Deven K.BarOFFCLOSECLOSECLOSELATELATEOFF36
Sam O.ServerMIDMIDMIDOFFOFFBRUNCHBRUNCH36
Priya N.ServerOFFOFFDINNERDINNERDINNERDOUBLEOFF30
Theo L.KitchenAMAMAMAMAMOFFOFF25
Rosa M.KitchenOFFOFFLUNCHLUNCHDOUBLEDOUBLEBRUNCH38
Kai W.HostOFFDINNEROFFDINNERDINNERDINNERLUNCH28
Jonah P.BarbackTRAININGOFFOFFCLOSECLOSELATEOFF26
On shift4556774257

Hours are the scheduled span. Breaks are not deducted.

The idea

Name the blocks once

Most schedule templates give every day a start column and an end column. That is fourteen columns, too wide to print, and it asks you to retype “4:00 PM” forty times a week.

A shift block is the version you already say out loud — you put someone “on close,” not “on four to twelve.” Define the blocks once on the Shifts tab, and every day cell becomes a dropdown that knows its own hours. Edit the Shifts tab to match your own hours — everything else follows.

The eleven shift blocks the template ships with, their start and end times, and the scheduled hours each one counts for.
CodeStartEndHoursNote
OPEN8:00 AM4:00 PM8Opening block
MID11:00 AM7:00 PM8Covers the changeover
CLOSE4:00 PM12:00 AM8Closing block
AM6:00 AM11:00 AM5Early prep / bakery
LUNCH11:00 AM3:00 PM4Lunch rush only
DINNER4:00 PM10:00 PM6Dinner service
BRUNCH9:00 AM3:00 PM6Weekend brunch
LATE8:00 PM2:00 AM6Crosses midnight
DOUBLE10:00 AM10:00 PM12Open to close
TRAINING2:00 PM6:00 PM4Non-revenue hours
OFF——0Scheduled day off

How to use it

Six steps, about twenty minutes

  1. 01

    Set your shift blocks first

    Open the Shifts tab and rename the blocks to the ones your business actually runs. A café might keep AM, MID and CLOSE and delete the rest. Do this once and every week after is dropdowns.

  2. 02

    List people by role, not alphabetically

    Group the bar together, the kitchen together, the floor together. You schedule by station, so reading down a column should tell you whether a station is covered.

  3. 03

    Fill the hard days first

    Friday and Saturday nights, or whenever your rush is. Slot your strongest people there before the easy days eat their availability.

  4. 04

    Check the hours column before you send it

    It totals as you type. This is where you catch the person quietly sitting at 47 hours and the part-timer you dropped to four.

  5. 05

    Check the coverage row too

    The row under the grid counts people on each day, skipping anyone marked OFF. A day showing two when you need four is easier to see here than at 5 p.m. on the day.

  6. 06

    Send it as a PDF, not the spreadsheet

    Export or print to PDF before sharing. A spreadsheet in a group chat gets edited by whoever opens it, and then nobody knows which copy is real.

Worth saying

When a spreadsheet is fine

We sell scheduling software, so treat this next part with the suspicion it deserves. A spreadsheet is genuinely enough when your team is small and steady, when the same people work the same days most weeks, and when the schedule you publish on Sunday is still true on Thursday. If that is your business, take the template and stop reading. It costs nothing and we would rather it be useful.

Where it stops working is not the grid. It is everything around the grid. The spreadsheet cannot tell you who is available before you build the week, so you collect that in texts. It cannot tell anyone the schedule changed, so you screenshot it into the group chat and hope. It has no idea who has already asked for that Saturday off. And when someone calls out at four in the afternoon, it does nothing at all — you are back to texting six people one at a time.

That is the specific gap Daypart fills, and it is the only thing it does. No payroll, no hiring, no onboarding paperwork, no compliance maze. There is no time clock either, which is a real gap and not a roadmap tease — if you need staff to punch in and out, Homebase has a free tier and it will serve you better than we will.

Start free trialSee pricing

30 days free, full features, no credit card. Then $20/month flat for the whole team.

Questions about the template

Is this template really free?
The CSV downloads with no email. The spreadsheet and the printable PDF ask for an email address, which we keep so we can occasionally write to you about Daypart. Nothing here expires and there is no account to make.
Will it work in Google Sheets?
Yes. Upload the XLSX to Google Drive and open it with Sheets — the dropdowns and the hours formula both carry over. The formula is SUMPRODUCT over SUMIF, which Sheets, Excel and LibreOffice all handle identically.
Do the hours account for breaks?
No. Every total is the scheduled span, so an eight-hour block counts as eight even if your staff take a half-hour unpaid break. If you need paid hours rather than scheduled hours, subtract breaks yourself, or shorten the block on the Shifts tab.
Can I schedule a shift that runs past midnight?
Yes — that is what the LATE block is for. Its hours are already the real span across midnight, so an 8 p.m. to 2 a.m. shift counts as six and not as minus eighteen. Spreadsheets get this wrong constantly, which is why the hours live in a lookup rather than a subtraction.
How many people can I schedule with it?
The grid ships with fourteen rows and you can add more. Past roughly twenty people the problem stops being the grid and starts being everything around it — availability, time-off requests, and the reshuffle when someone calls out.

Reading up on scheduling generally? How to make a work schedule for a small business goes deeper than a template can.