Download the template
The workbook has a blank week, the example week and the failed Thursday. Enter start and end times; it totals each person's hours, counts who is in at every half hour, and checks for a key holder 30 minutes before opening and at closing. We checked the formulas in LibreOffice Calc. It handles shifts within one day, not overnight.
What the store needs
Write these down before placing anyone. The example store's numbers are illustrative.
| Need | Example store |
|---|---|
| Opening hours | 10 AM–6 PM Monday to Saturday, 11 AM–5 PM Sunday |
| Key holder | In from 30 minutes before opening until closing |
| Deliveries | Tuesday and Friday at 9 AM: two people in from 9 |
| People in while open | Two at all times; three on Saturday from noon to 4 |
An example week
Six people: two key holders, two sales associates and two weekend associates. Times include breaks.
| Person | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Hours |
|---|---|---|---|---|---|---|---|---|
| Lena (key holder) | 9:30–6:30 | 9:00–6:30 | 9:30–6:30 | – | 9:00–6:30 | – | – | 37 |
| Omar (key holder) | – | – | – | 9:30–6:30 | – | 9:30–6:30 | 10:30–5:30 | 25 |
| Bea | 10:00–4:00 | 9:00–3:00 | – | 12:00–6:00 | 9:00–3:00 | – | – | 24 |
| Theo | 12:00–6:00 | 12:00–6:00 | 10:00–4:00 | 10:00–2:00 | 12:00–6:00 | – | – | 28 |
| Kim | – | – | 12:00–6:00 | – | – | 10:00–6:00 | 11:00–5:00 | 20 |
| Sam | – | – | – | – | – | 12:00–6:00 | – | 6 |
- Every day has exactly one key-holder shift that spans opening and closing, so no key holder works a split day.
- On delivery days, Lena and Bea start at 9 AM.
- Saturday has Omar, Kim and Sam from noon to 4, the store's busiest stretch.
- Lena's 9-hour shifts need a break covered; on those days a second person is always in.
An opening that fails the check
In an earlier draft, Omar's Thursday started at 11 AM instead of 9:30. The workbook flags two problems: no key holder at 9:30 to open, and only Theo in from 10 to 11, one person short. Moving Omar back to 9:30 fixes both.
Building your own week
- Enter your opening hours and what each time of day needs.
- Place a key holder for every opening and closing.
- Add deliveries, stock days and your busiest hours.
- Fill the remaining gaps from availability, then check each person's weekly hours.
- Fix every MISSING and every half hour below what you need before you share the week.
For a plain weekly grid without the retail checks, the weekly employee schedule template is simpler. To spread weekends evenly over a month, see fixed vs rotating shifts. To track who can open, close and run each station, use the key holder and skills matrix.