Schedule Template: Excel & PDF download for free [2026]

Weekly plan with formulas, target-vs-actual comparison, a shift-code system and employee master data. Download your Excel schedule template now – no sign-up required.

Download the Excel template What's inside?

	Name	Mo	Di	Mi	Do	Fr	Sa	So	Σ
1	A. Müller	F	F	F	S	S	·	·	40
2	B. Kaya	S	S	F	F	·	N	N	40
3	C. Schmidt	F	F	F	F	F	·	·	40
4	D. Weber	N	N	·	S	S	F	·	38
5	E. Fischer	·	S	S	·	F	F	·	32
6	+3 weitere …	·	·	·	·	·	·	·	—

	Name	Mo	Di	Mi	Do	Fr	Σ
1	A. Müller	F	F	F	S	S	40
2	B. Kaya	S	S	F	F	·	32
3	C. Schmidt	F	F	F	F	F	40
4	D. Weber	N	N	·	S	S	32
5	+4 weitere …	·	·	·	·	·	—

Excel schedule template

4 tabs: weekly plan with start-end times, breaks, automatic hour calculation, master data with VLOOKUP linking and a monthly overview. Cell protection and color-coded shifts included.

FreeDownload Excel

PDF schedule template

A4 landscape with start-end and break columns, a staffing row (actual/minimum), a notes area and a legend. Professional layout for printing and posting.

FreeDownload PDF

Premium package

Premium

7 tabs: everything in the basic version + 3-shift rotation (4 teams, 12 calendar weeks), a dynamic ArbZG checklist with a traffic-light system and a staff-cost dashboard with a chart.

Free · by email

Double opt-in · in line with GDPR principles

What's included in our schedule template?

Weekly plan with start-end times and shift colors

The Excel schedule template includes a weekly plan for up to 15 employees (Premium: 20). For each day you pick the shift code from a dropdown (E/L/N/V/S/X), enter start-end times and the break duration. The hours are calculated automatically. Every shift code is color-coded – early shift light blue, late shift light orange, night shift light purple – so you can see at a glance who's working when.

Automatic hour calculation with target-vs-actual comparison

The template calculates each employee's actual hours automatically from the start-end times minus the break. The target hours are pulled from the master data via VLOOKUP – the difference and cumulative overtime are color-coded (green for overtime, red for hours short). A staffing row shows the daily coverage and warns when you're understaffed.

Linked master data and monthly overview

In the master data tab you record name, contract type, weekly hours and contact details. This data is used automatically in the weekly plan – as a dropdown for the names and via VLOOKUP for the target hours. The monthly overview shows all 31 days with automatically calculated weekdays and weekends marked in gray.

Dynamic ArbZG checklist with traffic-light system (Premium)

The Premium package includes a 10-point checklist that's linked automatically to the weekly plan: maximum working hours, break rules and the weekly hours limit are checked and shown with a traffic-light system (green = OK, yellow = check manually, red = warning). Not legal advice – but a handy tool. More on the legal basics in our guide to rest periods and breaks.

Shift rotation and cost dashboard (Premium)

For businesses with a shift system: four teams rotate over 12 calendar weeks in a forward model (E→L→N→Off), color-coded with a coverage indicator. The cost dashboard automatically calculates staff costs per employee and week, including a budget comparison and a bar chart. More on shift models on our Online shift scheduler page.

PREMIUM PACKAGE

7 tabs that make the difference

A look inside the four most important tabs – all with real formulas, not screenshots.

Wochenplan

F/S/N Farbcodes

Rotation

4 Teams · 12 KW

ArbZG

Ampel · 10 Regeln

Kosten

Budget + Diagramm

Create a schedule with Excel: step by step

Here's how to use the schedule template in 5 steps:

Download and open the template

Download the Excel file and open it in Excel, Google Sheets or LibreOffice. All formulas work in every program.

Enter employees and contract types

In the 'Master data' tab, enter the names, contract types (full-time, part-time, mini-job) and weekly hours. The names appear automatically as a dropdown in the weekly plan.

Name	Typ	Std
A. Müller	Vollzeit	40
B. Kaya	Teilzeit	20
···

Plan shifts with start-end times

Pick the shift code (E/L/N/V/S/X) from a dropdown, enter start-end times and choose the break duration. The hours per shift are calculated automatically.

Check target-vs-actual and staffing

The target hours are pulled automatically from the master data. Overtime is marked green, hours short are marked red. The staffing row warns when you're understaffed.

Name	Ist	Soll	Diff
Müller	42	40	+2
Kaya	36	40	−4
Schmidt	40	40	0

Print or send the plan

Print the weekly plan (A4 landscape, print view pre-configured) or send it to your team by email.

You'll find a more detailed guide on the blog: Creating a schedule: the complete guide.

PDF schedule template: when is a printout enough?

The PDF template is ideal for posting in the break room, as a backup, or for teams that deliberately want to work on paper. It's quick to print and ready to use right away – no Excel, no software.

Honestly: for teams of up to 5 employees with fixed hours, a PDF printout can be enough. The limits show up when shifts change, mini-jobbers join or overtime has to be calculated. That's when the Excel version with formulas is the better choice – or a digital solution straight away.

When an Excel schedule template is no longer enough

5 warning signs that it's time for the next step:

More than 15 employees with changing hours

The basic template is optimized for 15 employees (Premium: 20). With more it gets confusing – and error-prone.

Regular conflicts over rest periods or breaks

Excel doesn't warn you about rule violations. Software with ArbZG alerts can.

WhatsApp groups for swapping shifts

If shift swapping only works via chat, you're missing a system. No one knows which version is current.

Mini-job limits are being exceeded

Checking the monthly earnings limit manually is time-consuming and error-prone.

No overview of overtime and vacation

Without a digital hours account and a vacation overview, you lose track.

Static vs. dynamic: the same plan, two worlds

The same 4 employees, the same calendar week – Excel on the left, Shiftdesk on the right. The software takes over exactly the parts the template lacks: drag and drop, live status and automatic ArbZG checks.

EXCEL-VORLAGEstatisch

	Name	Mo	Di	Mi	Do	Fr	Σ
1	A. Müller	F	F	F	S	S	40
2	B. Kaya	S	S	F	F		32
3	C. Schmidt	F	F	N	F	F	40
4	D. Weber	N	N		S	S	32

SHIFTDESKdynamisch · live

If the right-hand side fits your business better, the next step is worth it.

Try Shiftdesk free for 14 days

You'll find a detailed comparison in the article Scheduling with Excel or software?

Frequently asked questions about schedule templates

Is the schedule template really free?▼

Yes. All three templates – Excel, PDF and the Premium package – can be downloaded for free without signing up.

Can I adapt the template to my business?▼

Yes. The Excel template is fully editable. You can add employees, adjust shift times and change the color coding.

How many employees is the template suitable for?▼

The basic template is set up for 15 employees, the Premium package for 20. Both can be expanded manually. From about 15 employees with changing hours, specialized software can make sense.

Does the template meet the legal requirements?▼

The template includes an ArbZG checklist as a point of reference. It does not replace individual legal advice. For the time-tracking obligation, a digital solution may make more sense.

Is there a shift plan template too?▼

Yes. For fixed shift blocks (early/late/night) there's a separate free shift plan template with a coverage check and a rotation plan at shiftdesk.app/vorlagen/schichtplan. In addition, the Premium package includes a 3-shift rotation over 12 calendar weeks.

Download your schedule template now

Excel, PDF or the Premium package – pick the template that fits your business.