- Item
- Minimum staff
- Content
- 2 per time slot
- Confirmed
- Unchecked
TemplatesWork & projects · Shift roster
Shift schedule and swaps
When a shop, cafe or small team sets who works on which date and time slot and takes shift swap requests
What's inside · Table 3 · Checklist 4
Preview · a new document starts like this
Shift schedule and swaps
- Week start date
- Not set
- Manager
- Not set
- Number of staff
- Not set
Adjust the shift rules table to your shop, then change the time slot options and example line in the roster.
Shift rules
Write them down so everyone works from the same rules.
| Item | Content | ConfirmedCheckbox |
|---|---|---|
| Minimum staff | 2 per time slot | Unchecked |
| Breaks | 30 minutes every 4 hours | Unchecked |
| Swap request deadline | 2 days before | Unchecked |
| Closing duty | Whoever works the last slot | Unchecked |
- Item
- Breaks
- Content
- 30 minutes every 4 hours
- Confirmed
- Unchecked
- Item
- Swap request deadline
- Content
- 2 days before
- Confirmed
- Unchecked
- Item
- Closing duty
- Content
- Whoever works the last slot
- Confirmed
- Unchecked
Staff needed by day
Add more people on busy days and time slots.
| Day | Morning shiftNumber | Afternoon shiftNumber | Evening shiftNumber | CheckCheckbox |
|---|---|---|---|---|
| Monday | 2 | 2 | 3 | Unchecked |
| Tuesday | 2 | 2 | 3 | Unchecked |
| Wednesday | 2 | 2 | 3 | Unchecked |
| Thursday | 2 | 2 | 3 | Unchecked |
| Friday | 2 | 3 | 3 | Unchecked |
| Saturday | 3 | 3 | 3 | Unchecked |
| Sunday | 3 | 3 | 2 | Unchecked |
- Day
- Monday
- Morning shift
- 2
- Afternoon shift
- 2
- Evening shift
- 3
- Check
- Unchecked
- Day
- Tuesday
- Morning shift
- 2
- Afternoon shift
- 2
- Evening shift
- 3
- Check
- Unchecked
- Day
- Wednesday
- Morning shift
- 2
- Afternoon shift
- 2
- Evening shift
- 3
- Check
- Unchecked
- Day
- Thursday
- Morning shift
- 2
- Afternoon shift
- 2
- Evening shift
- 3
- Check
- Unchecked
- Day
- Friday
- Morning shift
- 2
- Afternoon shift
- 3
- Evening shift
- 3
- Check
- Unchecked
- Day
- Saturday
- Morning shift
- 3
- Afternoon shift
- 3
- Evening shift
- 3
- Check
- Unchecked
- Day
- Sunday
- Morning shift
- 3
- Afternoon shift
- 3
- Evening shift
- 2
- Check
- Unchecked
Roster
One line per shift. Calendar → Timetable shows who's on by date and time slot. Change the time slot options to fit your shop. Delete the example line before you use it.
Roster
| Staff member (nickname) | Date | Time slot | Role | Status | Notes |
|---|---|---|---|---|---|
| (Example) Kim | Not set | 10:00-14:00 | Cashier | Not set | This is an example line. Delete it and write your own. |
- Date
- Not set
- Time slot
- 10:00-14:00
- Role
- Cashier
- Status
- Not set
- Notes
- This is an example line. Delete it and write your own.
Don't add phone numbers. To swap a shift, set the status to ‘Swap requested’ and explain in Notes.
☐
Finalized the shift rules.
☐
Wrote the staff needed for each day.
☐
Deleted the example line in the roster.
☐
Changed the time slot options to fit our shop.