An employee shift schedule is a weekly plan that sets each employee's shift for every day from Sunday to Saturday, and their rest day. Pick a shift in each cell above: weekly hours add up from the shift times, staff on each shift are counted per day, and anyone over the weekly limit or without a rest day is flagged.
Weekly hours = the sum of the shift hours: 6 shifts x 8 hours = 48 hours. The restaurant example has seven employees and 304 hours; the delivery driver works seven nights (56 hours, no rest day) and is flagged, and the coverage sheet shows 6 short-staffed days.
How to build an employee shift schedule
- Define the shifts in the Shift definitions sheet: name, start and end in 24-hour time, such as Morning from 7 to 15.
- Enter the employees and pick a shift or Off for each day. Place rest days first so nobody is missed.
- In Shift coverage, enter the minimum staff for each shift and read the short days.
- Fix the highlighted rows, then download the schedule and post it before the week starts.
In the restaurant example the morning shift needs three people and falls short on Wednesday (Faisal's rest day), Friday (Majed's rest day) and Saturday (Majed moves to evenings). Moving one rest day to a quieter day fixes two gaps.
8-hour shift schedule template
Three 8-hour shifts cover the whole day: Morning 7-15, Evening 15-23 and Night 23-7. The night shift crosses midnight and still counts as 8 hours. Six shifts make 48 hours, the weekly limit set in the settings; a seventh takes it to 56. A shift longer than the daily hours is highlighted in the definitions sheet.
Shift schedule in Excel, ready to download
The Excel file has three sheets plus settings: schedule, coverage and shift definitions. Hours, alerts and coverage are real formulas, so changing a shift's times updates everyone on that shift. The blank copy keeps the shift times for you to add your team, and the PDF version is laid out horizontally for A4.
Scheduling shifts in restaurants and stores
Restaurants peak at lunch and after sunset, so an 18-22 part-time shift adds a person for the rush without a full shift. Put rest days on quiet days and record any swap on the schedule before it is approved. In Ramadan, working hours and peak times change in Saudi Arabia, so update shift times and daily hours from the official source. The Retail store example has an evening shift until midnight.
Common mistakes
- An employee with no rest day because a cell was left empty or filled by mistake.
- Swapping a shift by phone without updating the schedule.
- Typing 18.5 for 6:30 pm; type 18.30.
- Negative hours for a night shift that crosses midnight.
Regulatory notes
Daily and weekly working hours are in Article 98 of the Saudi Labor Law and are reduced in Ramadan for Muslim workers; the weekly rest day is in Article 104 and overtime pay in Article 107. The values filled in (8 hours and 48 a week) are references to verify and can be changed; check the current text with the Ministry of Human Resources and Social Development.
When shifts, attendance and payroll sit in separate files
At Microtec we build accounting software for businesses in Saudi Arabia, including an HR module.
Shift schedule FAQ
What is the maximum number of working hours in a shift schedule?
The schedule uses 8 hours a day and 48 a week under Article 98 of the Labor Law as we read it, reduced in Ramadan. Both values can be changed; check the current text before you approve the schedule.
Does every employee need a rest day?
Yes. Article 104 of the Labor Law provides a weekly rest day. The Rest days column counts them, and a row with none is flagged "No rest day".
How is overtime calculated when hours go over the schedule?
Hours above the limit are overtime, paid under Article 107 of the Labor Law. The schedule only shows the excess; use an overtime calculator for the pay.
How many employees does each shift need?
It depends on the workload at each time. Enter the minimum in Shift coverage, and the schedule counts staff on each shift per day and highlights any shortfall.