ScriptHow to make a work schedule
- Set up your shifts — for example Morning 09:00–17:00, Evening 13:00–21:00, Night 21:00–05:00 — with an unpaid break if you have one.
- Add your staff, with a WhatsApp number if you want to send them their shifts.
- Choose Week, 2 weeks or Month, pick a shift and click the days. Use Copy previous or a pattern to fill it faster.
- Check the hours for each person and the number of people on each day.
- Download the schedule as PDF or Excel, print it, or send it on WhatsApp.
Staff rota template (weekly, two-weekly or monthly)
A staff rota shows who works which shift on each day. The weekly view is the classic rota to pin on the wall; the two-week view suits fortnightly pay; the month view is a compact duty roster with one letter per shift. Each version shows hours per person, and the week views show how many people are on each day so you can spot a day that is short-staffed.
Shift schedule maker with your own shift times
Every business works differently, so the shifts are yours to name: opening, closing, split, double, night or weekend. Each shift has a start and end time, an unpaid break and a color. Hours are worked out for you, including night shifts that end the next morning, and you can set a weekly hours limit to highlight anyone who is over.
Shift patterns: 5 on 2 off and 4 on 4 off
Pick a shift and press 5 on / 2 off for a classic working week, or 4 on / 4 off for a rotating duty roster used by security teams, factories, hospitals and call centres. With 4 on / 4 off half the team starts on the off days, so every day is covered. The Day timeline view then shows exactly who is in at each hour.
Employee schedule for any country
Use it for a shop, salon, restaurant, clinic, warehouse or office anywhere in the world. Start the week on Monday, Sunday or Saturday, use 24-hour shift times, and print on A4 or US Letter. The words rota, roster and schedule all mean the same thing here.
Frequently asked questions
How do I make a work schedule for employees?
Add your shifts with their start and end times, add your staff, then pick a shift and click the days for each person. Hours per person and the number of people on each day are counted for you. Download the schedule as PDF or Excel, print it, or send each person their shifts on WhatsApp.
What is a staff rota?
A rota is the same thing as a work schedule or duty roster: a table that shows who works which shift on which day. The word rota is common in the UK, Ireland and Australia; schedule is used in the US and Canada.
How do I set up a 4 on 4 off schedule?
Pick the shift, open the month or two-week view and press 4 on / 4 off. Each person works four days and then has four days off; half of the team starts on the off days so the shop is always covered.
Can I copy last week's rota?
Yes. In the week or two-week view press Copy previous, and the shifts from the period before are copied into the one you are looking at. Change only the days that are different.
How are working hours counted?
Each shift's hours are its end time minus its start time, minus the unpaid break you set for it. A night shift that ends after midnight, such as 21:00 to 05:00, counts as 8 hours on the day it starts.
Can I send each employee their schedule on WhatsApp?
Yes. Under the preview every person has a WhatsApp button with a ready message listing their shifts and total hours. Add their phone number with the country code to open the chat directly.
Can I download the work schedule template in Excel?
Yes. The Excel button downloads a real .xlsx file with one row per person, one column per day and the total hours, ready to open in Excel or Google Sheets. You can also download PDF or CSV, or print.
Is my data saved or sent anywhere?
Nothing is uploaded. Your shifts, staff and schedule stay in this browser on this device. Use Backup to save a file you can restore on another computer.