Weekly Staff Schedule Template
Organized template for managing weekly staff availability, shifts, and time-off requests across your team.
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WEEKLY STAFF SCHEDULE ā Week of {{week_start_date}}
Business: {{business_name}}
Prepared by: {{manager_name}}
Last updated: {{last_updated}}
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MONDAY ā {{monday_date}}
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Morning ({{open_time}} - 12:00 PM):
Staff: {{staff_1}}, {{staff_2}}
Notes: {{monday_am_notes}}
Afternoon (12:00 PM - 5:00 PM):
Staff: {{staff_2}}, {{staff_3}}
Notes: {{monday_pm_notes}}
Evening (5:00 PM - {{close_time}}):
Staff: {{staff_3}}
Notes: {{monday_eve_notes}}
[Repeat for Tuesday through Sunday]
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TIME-OFF REQUESTS THIS WEEK
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ā¢ {{staff_name}}: {{time_off_dates}} ā {{reason}}
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COVERAGE GAPS & NOTES
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ā¢ {{gap_description}}How to Use This Template
Copy the Template
Click the copy button above to copy to clipboard
Replace Variables
Swap {{variables}} with your business info
Send or Automate
Use manually or automate with SchedulingKit
Variables to Replace
{{week_start_date}}{{business_name}}{{manager_name}}{{last_updated}}{{monday_date}}{{open_time}}{{close_time}}{{staff_1}}{{staff_2}}{{staff_3}}{{staff_name}}{{time_off_dates}}{{reason}}{{gap_description}}š” Pro Tips
Publish the schedule by Thursday of the prior week so staff can plan ahead
Color-code by role or department for quick visual scanning
Build in 15-minute buffer blocks between shifts for handoffs
Keep a digital backup alongside any printed copies
Perfect For
When to Use This Template
Use weekly to plan and communicate staff schedules. Start populating on Monday or Tuesday for the following week, finalize by Thursday, and distribute to all staff. Update as changes occur throughout the week.
ā Best Practices
Publish schedules at least 3 days in advance (Thursday for the following week) to reduce last-minute change requests
Track time-off requests in the same document so coverage gaps are immediately visible
Include a "coverage gaps" section that highlights understaffed periods to make it easy to find volunteers or adjust bookings
Transition to scheduling software once your team exceeds 5-6 people ā the manual approach doesn't scale
ā ļø Common Mistakes to Avoid
Publishing the schedule too late, causing staff to make conflicting personal plans
Not tracking time-off requests in the same place as the schedule, leading to double-bookings
Creating the schedule without input from staff on their availability preferences
Not identifying coverage gaps before publishing, resulting in scramble-to-fill situations
Frequently Asked Questions
How far in advance should I create the staff schedule?
Create the draft by Monday or Tuesday, gather staff input by Wednesday, finalize by Thursday, and distribute by Friday morning. This gives everyone the weekend to plan around the upcoming week.
What should I do when two staff members request the same day off?
Establish a fair policy upfront ā first-come-first-served, rotating priority, or seniority-based. Document the policy so decisions feel transparent and consistent.
When should I switch from a manual template to scheduling software?
Once your team exceeds 5-6 people or you spend more than 3 hours per week on scheduling, software pays for itself. The time savings alone typically cover the cost within the first month.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates ā Curated collection of professional business templates.
- SCORE: Technology Resources ā Free mentoring and guides for small businesses.
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