How to Make a Schedule for Employees in Excel (3 Types)

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Overview of how to make a schedule for employees in Excel

The Advantages of Making Schedules for Employees

Time-saving: Excel allows you to quickly and easily input employee information, availability, and shift times.
Improved organization: Excel’s ability to sort and filter data makes it easier to organize employee information and create clear and concise schedules.
Better communication: A schedule in Excel can be easily shared with employees.
Reduced errors: Excel’s built-in formulas and error-checking features can help reduce errors in the scheduling process.
Enhanced flexibility: Excel allows you to easily make changes to the schedule, even at the last minute. This can be especially helpful when unexpected changes occur or employees request time off.
Improved productivity: By creating a schedule in Excel, you can ensure that all shifts are covered and that work is completed efficiently and effectively. This can help improve productivity and reduce downtime.

Type 1 – A Daily Schedule

Steps:

Enter Shift Start Time and Shift End Time for individual employees.
In the appropriate cell (G5 in this example), enter the following formula.

=E5-D5

subtraction to make a daily schedule for employees in Excel

Suppose shifts are 8 hours a day.

To use Conditional Formatting to show which employees work less than 8 hours, go to the Home tab and pick Conditional Formatting from the Styles group.
Choose Highlight Cells Rules then Less Than.

conditional formatting to highlight cell rules

The Less Than window appears. Set the blank box to average shift length (8) and choose Light Red Fill with Dark Red Text, in the next box.
Hit OK.

less than wizard from the conditional formatting

Data that is less than 8 Total Hours will be highlighted.

The sheet now needs Data Validation.

Select the cells where you want to put the Tasks.
Click the Data tab and from the Data Tools group, choose Data Validation.

Data validation from the data tab

The Data Validation window appears.
Choose List from the Allow box and enter the routine tasks for the employees (comma separated) in the Source box.
Press OK.

Data validation window

Apply a specific task from the drop-down list for each employee as needed.

data validation drop down list

The completed schedule should look like the one below:

final output of daily schedule for employees

Type 2 – A Weekly Schedule

A weekly schedule concentrates on the tasks that need done every day, instead of the tasks per employee.

Create a schedule with the days of the week.
Use Data Validation to add tasks (See the daily schedule above for instructions or click here).

output of making weekly schedule for employees in Excel

Type 3 – A Monthly Schedule

Insert a Schedule Start date (generally the first day of the month).

starting date of monthly schedule for employees

In the first empty cell (D4 in this example) enter the following: =B5 (where B5 is the date cell).
Format D4 and all the remaining cells in that row to the Date format.

insert date and customize the date format

In the next cell (E4), enter the formula D4+1 to get the next date.
Use the Autofill Tool to copy the formula to the remaining cells in the row.

insert date and drag for other cells

Use the WEEKDAY function to determine the day of the week for each date.
Enter the following formula in the cell above the date cell (D3).

=WEEKDAY(D4)

The function shows the insert value of the date in cell D4 to the number of weekdays. Sunday is the first day of the week and Saturday is the last day of the week.

Press ENTER.
Use the Autofill Tool to copy the formula to the remaining cells in the row.

finding weekday using WEEKDAY function

To highlight weekends (or any days the company is closed), select the dates and go to the Home tab.
Choose Conditional Formatting from the Styles group and pick New Rule.

Applying New Rule from conditional formatting

The New Formatting Rule window appears. Select Use a formula to determine which cells to format.
Enter the below formula in the Format values where this formula is true box:

=$D$3:$AH$3=1

Click Format.

new formatting rule window

From the Format Cells window, choose a suitable color from the Fill group, and press OK.

Format cells window Conditional formatting can also be used to highlight employee absences.

Select the employee’s attendance sheet and go to the Home tab.
Choose Conditional Formatting and Highlight Cell Rules.
Pick Equal To.

applying conditional formatting to highlight cells

Type =0 in the Format cells that are EQUAL TO box and choose Green Fill with Dark Green Text in the next box.
Press OK.

Equal to dialog box

To count working employees, click the appropriate cell (D12) and enter the following formula:

=COUNTIF(D5:D11,"x")

Press Enter.
Use the Autofill Tool to copy the formula to the remaining cells in the row.

using COUNTIF function to find working employees

To count absent employees, click the appropriate cell (D13) and enter the following formula:

=7-D12

It will subtract the number of present employees from the total number of employees.

Subtraction to get the absent employees

Press Enter.
Use the Autofill Tool to copy the formula to the remaining cells in the row.

Final output to monthly schedule for employees in Excel

Things to Remember

Consider using color coding to make it easy to differentiate between shifts and identify conflicts or gaps in the schedule.
Keep the schedule simple and easy to read, with clear headings and consistent formatting.
Make sure to include scheduled breaks or any overtime that may be required.
Review the schedule regularly and make any necessary adjustments to ensure it meets the needs of both the employees and the business.

Frequently Asked Questions

How far ahead should I make a schedule?

Generally, putting schedules out a week in advance gives employees plenty of time to make arrangements or address any conflicts.

How can I ensure that the schedule meets the needs of both the employees and the business?

Take into account employee preferences and availability, as well as any business requirements or deadlines. It may also be helpful to review the schedule regularly and make adjustments as necessary.

What are some tips for creating an effective employee schedule in Excel?