Staff Schedule Generator
| Employee | Mon Jun 1 | Tue Jun 2 | Wed Jun 3 | Thu Jun 4 | Fri Jun 5 | Sat Jun 6 | Sun Jun 7 | |
|---|---|---|---|---|---|---|---|---|
2 / 10 employees
Add your team members, fill in their shifts for each day of the week, and the schedule calculates total hours per person and per day automatically. When the rota is ready, print it or save it as a PDF to share with the team or post on the noticeboard.
How to use this tool
- 1Enter the week starting date and your location or business name.
- 2Add employee names using the '+ Add employee' button. You can add up to 10 staff members.
- 3For each employee and each day, enter the shift (e.g. '09:00-17:00' or 'OFF' or 'AM'). The notes are free text so use whatever format your team uses.
- 4Total hours per employee are shown in the right column. Total coverage per day is shown in the bottom row.
- 5Click 'Print / Save PDF' to open the print dialog and save a formatted schedule as PDF.
Example
Staff: Alice, Ben, Cara, Dan, Emma. Mon-Fri: 3 staff per day on rotating AM/PM shifts. Saturday: Alice and Ben on 8:00-16:00. Sunday: Cara and Dan on 9:00-15:00. Emma has 2 days off. Total weekly hours: Alice 38, Ben 36, Cara 32, Dan 30, Emma 20. Printed as A4 PDF and posted in the staff room.
Staff: James, Priya, Tom. Mon-Sat schedule with store hours 09:00-18:00. Each person works 4 days per week on rotation. Monday: James and Priya. Tuesday: Priya and Tom. Wednesday: James and Tom. Coverage and days-off rotate through the week.
Common use cases
- Restaurant and cafe managers building a weekly rota for front-of-house and kitchen staff
- Retail managers scheduling part-time staff around opening hours and peak periods
- Small business owners planning coverage for a week without scheduling software
- Team leads sharing a visual weekly schedule with their team before the week starts
- Anyone who needs a simple, printable weekly schedule without signing up for software
Common mistakes
- Not checking total hours per employee against contracted hours - over or under scheduling relative to contracts can create HR issues.
- Leaving gaps in coverage - check the day totals at the bottom to spot understaffed days before publishing the rota.
- Publishing the schedule too late - aim to share the schedule at least 1 week in advance so staff can plan around it.
- Using the same schedule every week without reviewing - demand patterns change, and a rota that worked in summer may not suit winter trading.
Frequently asked questions
How many employees can I add?
Up to 10 employees. This covers most small teams. For larger teams, scheduling software with conflict detection and availability management would be a better fit.
Can I enter half-days or split shifts?
Yes. The shift field is free text, so you can enter anything: 'AM', 'PM', '09:00-13:00 / 16:00-20:00', 'Day off', 'Training'. The total hours column is manual - enter any format your team uses.
Are the schedule details saved in my browser?
Employee names and business details save automatically in your browser. Shift entries are not saved between sessions - the schedule is designed to be built, printed, and started fresh each week.
Can I save the schedule as PDF without a printer?
Yes. Click 'Print / Save PDF', then in the print dialog choose 'Save as PDF' as the destination. Most browsers (Chrome, Safari, Firefox, Edge) support this natively.
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