This is a guest post by Vijay, our in-house VBA Expert.
There are times when we are entering dates into several columns and would like to select a date from a popup calendar instead of manually typing.
Today, lets understand how we can set up a pop-up calendar in Excel so that your users can easily input dates by right clicking on a cell and inserting a date.
Keep in mind:
1. This code is only supported on the 32-Bit versions of Excel.
2. You need to have admin rights to be able to install the ActiveX Control
First, take a look at pop-up calendar
Here is a short demo of how our pop-up calendar behaves.
What we need to do this
1. Design user form that contains our calendar.
2. Create a Data Table
3. Put some VBA code to get this done
Design user form that contains our calendar.
First let’s design the user form, so start up Excel and bring up the Visual Basic editor and add an user form in the project.
We would need the Microsoft Date and Time Picker control for this project, so please ensure that you have the required file available on your system. If it is not available you may download the MSCOMCT2.OCX from this link.
http://activex.microsoft.com/controls/vb6/mscomct2.cab
Installing this file is pretty simple, you need to extract the contents form the CAB file and then copy this into your System32 folder and then register using the REGSVR32 utility.
If you are using Windows 7 or above you would need to copy this file into the SysWOW64 folder and then register.
For Windows 7 and above, please make sure you are running the Command Prompt (Admin) to be able to successfully register the ActiveX control.
Windows 7: Click on Start, All Programs, Accessories, Command Prompt (right click and choose Run as Administrator
Windows 8: Windows Key + X, then choose Command Prompt (Admin)
Okay, let’s get back to designing the user form.
Insert a new Userfrom on the VBA project and then click on Addition Controls on the Tools menu.
Once the Additional controls dialog box is on the screen, locate the above highlighted entry and then select the same by clicking the box on the left. Now click Ok to close this dialog box.
Now place one Monthview control on the userform and one Command button.
Below are the properties that we need to change for the Commandbutton
• Caption = “Close”
• Cancel = True
• Name = cmdClose
Place this command button anywhere you like on the userfrom, we will place the Monthview on top of this to avoid show this to the user.
Since we have specified the Cancel = True for the commandbutton, the click event can be triggered by pressing the Escape key to handle the code that we will write for the Close button.
Now place the Monthview control as show in the picture below
We are done designing the Userform, now we need to write the code to handle the events.
Below is the code
Close Button
Private Sub cmdClose_Click()
Unload Me
End Sub
Userfrom
Private Sub UserForm_Initialize()
'matching the date in the calendar with the date of the active cell
'if there is a date,
If IsDate(ActiveCell.Value) Then
Me.MonthView1.Value = ActiveCell.Value
Else
Me.MonthView1.Value = Now
End If
End Sub
Private Sub MonthView1_DateClick(ByVal DateClicked As Date)
On Error Resume Next
Dim cell As Object
For Each cell In Selection.Cells
cell.Value = DateClicked
Next cell
Unload Me
End Sub
What the above code does?
1. The close button code will simply unload the userform and take it off the screen.
2. The userform initialize event code will check if the current cell on which we are right clicking the mouse contains any date, if there is a date then it will set the date on the calendar as the one on the cell, otherwise it will show today’s date.
3. The dateclick event of the Monthview control occurs when we click on any date, this code is responsible for populating the cell with the date we have selected. If there are multiple cells selected the code will populate all of them with the date selected.
Adding the context menu option
Now comes the interesting part of adding the context menu option, one thing I would like to specify here as the name suggests “Context menu” these options change depending on what and where we are right clicking the mouse. You will see a different context menu when you right click on a cell, table, shape etc. as shown in the example below
Since every object has a different type of context menu associated we need to make site we are adding our option to the right place.
I would recommend reading this article to know more about the types of commandbars available and how to use them. http://msdn.microsoft.com/en-us/library/office/aa141001(v=office.10).aspx
Also this link provides a list of available names http://www.mrexcel.com/forum/excel-questions/525939-visual-basic-applications-list-available-commandbars-excel-2010-a.html
We wanted to add the right click context option to a data table which is called as “List Range Popup”.
Create a Data Table
Type the heading in Cells
B2 = ID
C2 = Start Date
D2 = End Date
E2 = Name
Now click on cell B2, and press CTRL + T shortcut from the keyboard. Make sure to select the option My Table has headers and then click Ok.
We would need the add the below code to the Open event of our workbook so that this option is available to us every time we need to work here.
Private Sub Workbook_Open()
On Error Resume Next
Dim NewControl As CommandBarControl
Application.OnKey "+^{C}", "Module1.OpenCalendar"
Application.CommandBars("List Range Popup").Controls("Insert Date").Delete
Set NewControl = Application.CommandBars("List Range Popup").Controls.Add(Before:=1)
With NewControl
.Caption = "Insert Date"
.OnAction = "Module1.OpenCalendar"
.BeginGroup = True
End With
End Sub
We have also assigned a shortcut key of CTRL + SHIFT + C to this, for those who love to work more using the keyboard.
The above code will add the “Insert Date” context menu option to our data table(s) in the active workbook whenever we open this file.
Next is cleanup
We need to make sure that the context menu we have added is also removed when the file is close, the below code will do that for us.
Private Sub Workbook_BeforeClose(Cancel As Boolean)
On Error Resume Next
Application.OnKey "+^{C}"
Application.CommandBars("List Range Popup").Controls("Insert Date").Delete
End Sub
Note: I have seen the project code left over in the VBA project explorer even after we have close this file, and did some research on the same. The common reason for this is having some COM addins installed. Please share if you also run into this issue and if you were able to find any other reasons or ways to eliminate this issue.
Download Demo File
Click here to download the demo file & use it to understand this technique.
What about you? Do you use them often? Please share your experiences, techniques & ideas using comments.
If you are new to VBA, Excel macros, go thru these links to learn more.
Join our VBA Classes
If you want to learn how to develop applications like these and more, please consider joining our VBA Classes. It is a step-by-step program designed to teach you all concepts of VBA so that you can automate & simplify your work.
Click here to learn more about VBA Classes & join us.
About Vijay
Vijay (many of you know him from VBA Classes), joined chandoo.org full-time this February. He will be writing more often on using VBA, data analysis on our blog. Also, Vijay will be helping us with consulting & training programs. You can email Vijay at sharma.vijay1 @ gmail.com. If you like this post, say thanks to Vijay.
25 Responses to “Shift Calendar Template – FREE Download”
Hi Chandoo,
your recent postings include only Excel 2007 templates. Unfortunately the company I work at still runs Excel 2003. Is it possible to get your awesome files in other excel version as well?
Thanks so much for your great excel stuff!
Is it possible to do this for shifts with hours instead of days? To organise a three shift day?
Thanks in advance,
Stelios
In my organization there are 45 employees i need split then into three shifts ex:A shift:14,B shift:14,C shift:14 and week off:3 kindly help me on this.
@Masthan
You need to understand what rules your company has for the various shifts / roster combinations
Chandoo, I once did a shift control spreadsheet for my team. I put one person in each line, the columns were the days. I put a shift code in each cell indicating in which shift that person should work, or if the person were out that day. I have two codes for being out. One is for vacations and one is to compensate days worked in weekends. This way I was able to count how many persons I have in each shift, how many were on vacations and how many were out compensating (that's the term we use here) weekend worked hours.
Later I included the possibility of a person be in two lines one for normal hours other for overtime. This is mainly used for planning purposes. If you would like I can send you an example. The only problem of this spreadsheet is that we don't have a person view, only this consolidated view.
Hi George, I would like to have a copy of your spreadsheet if you can share it.
Thanks in advance, Chuck
Hi Chandoo,
Where is the code located ? is it VBA ? If so , how do you hide it ? Or it is .NET ?
Thx
@Idan
.
No VBA or code, it is all done with Mirrors.
Only Joking,
.
But there is no VBA or code,
It is all done with Named Formulas and Lookups.
Have alook at the cells in the calander area and Named Formulas in the Formulas, Name Manager Tab.
How can i calculate between two or more different workbooks? Please, reply me as early as possible.
@Anand
Open the workbooks you want to link to
Start a formula = and click and change between workbooks as required.
You can use the View, Switch window menu to change workbooks mid formula
The format for using workbooks is
=[Workbook.xlsm]Sheet1!$A$1
or
=SUM('[Book2.xls]Sheet1'!$A$1:$D$10)
etc
Hi Chandoo,
I am working with a call centre wherein i ned to update at the month end 20 to 30 employees login hours which are defict to track it at the month end is very difficult is there any template which can be made to track that why on a particular day a guy who needs to be on calls was why not on calls.
Thank you so much Chandoo. This is really helping me. As usual, you rock.
What's FortyTwoDays and Calendar in Name manager?
Both are unused and FortyTwoDays doesn't make any sense.
I have a SQL db that contains records of events scheduled/completed on a particular date. Can this method ous building a calendar be used to display those events on the respective day?
Positively awesome!
I'm attempting to help a friend create a schedule for adult classes - and of course its not"paid help". Here is the scenario:
20 classes, instructor, room#, student class size, start date, number of class days (need to subtract weekends)
class
instructor
room
students
start
#days
PATH
karen
201
21
01/01/13
11
BILLING
jane
401
15
01/12/13
13
MEDISOFT
mike
301
11
01/25/13
9
he'd like to see these classes show up in different colors within the same month's calendar chart. He can draw it, but I'd like to see it done automatically through data, and I just can't visualize it, but I KNOW this will work - can you help?
Jan 🙂
Dear chandoo,
Try many way to download still can't access. Any way we want to try out 3 shifts with 3 guys in a group .eg Group A Morn, Group B Night and Group C Rest. And every each group must work on sunday to take turns. In fact we are security teams so that's why sunday is required to work. Pls guide and show how to put in the working calendar. Thank you in advance.
I've been trying to copy and/or recreate this to use in a workbook I'm doing for the transportation department I'm working for. I need to have the calendar on the first sheet in my document (it has graph's from data on another sheet). I'm trying to use it to track (with the conditional formatting) accidents and injuries. I've redone the conditional formatting to do 4 different accident types (no injury, near miss, OSHA recordable injury and work loss injury), but when I enter the formula's you have in the calendar portion where it says "DateOfFirst-FirstWeekDay" I can't figure out how you did that. Are you able to help?
I would like to use Excel to solve the following problem for a community work. I want to create a Driver schedule for a given month from a pool of volunteers for a community service. Each of these volunteers can drive only on specific days in a week. I would like to populate the driving schedule for each weekday with primary, secondary and tertiary drivers in a random fashion so that I do not overburden one person. I would greatly any help you can provide.
Hi chandoo,
Thanks for your valuable effort for create this template and let me know how to add multiple employees in the the Roaster.
Hi Chandoo,
This article on shift roaster is very helpful. Could you please let me know how i can use the same for n number of resources who work 24/7, considering their leaves and holidays?
Thanks,
Savitha
Hi Chandoo,
This article on shift roaster is very helpful to all. Could you please let me know how i can use the same if I want to add for some more shifts, since the color is not getting change if I add more shifts like 4,5 etc.,
Thanks,
Murali
nice post
How can I change the date to 2017 under Shift Data worksheet.
solution 1:
mydata=B2:C16
stoplist=E2:E8
=LET(RNG,A2:A16,SMR,C2:C16, F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),SUM(SMR)-SUM(SMR*F))
=LET(RNG,A2:A16,SMR,C2:C16,RH,N(B2:B16=B2), F,(RNG=E2)+(RNG=E3)+(RNG=E4)+(RNG=E5)+(RNG=E6)+(RNG=E7)+(RNG=E8),TOT,SUM(SMR)-SUM(SMR*RH*F),SUM(SMR*RH)-SUM(SMR* RH*F))
ALTERNATE SOLUTION
=SUM(C2:C16)-SUM(FILTER(C2:C16,ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))))
=SUM((B2:B16=B2)*(C2:C16))-SUM((ISNUMBER(BYROW(A2:A16,LAMBDA(a,TOROW(SEARCH(a,E2:E8),2))))*(B2:B16=B2)*(C2:C16)))
let
Source = Excel.CurrentWorkbook(){[Name="Table1"]}[Content],
#"Replaced Value" = Table.ReplaceValue(Source,null,";",Replacer.ReplaceValue,{"Column1"}),
#"Transposed Table" = Table.Transpose(#"Replaced Value"),
#"Removed Other Columns" = Table.SelectColumns(#"Transposed Table",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"}),
#"Merged Columns" = Table.CombineColumns(#"Removed Other Columns",{"Column1", "Column2", "Column3", "Column4", "Column5", "Column6", "Column7", "Column8", "Column9", "Column10", "Column11", "Column12", "Column13", "Column14", "Column15", "Column16", "Column17", "Column18", "Column19", "Column20", "Column21", "Column22", "Column23", "Column24", "Column25", "Column26", "Column27", "Column28", "Column29", "Column30", "Column31", "Column32", "Column33", "Column34", "Column35", "Column36", "Column37", "Column38", "Column39", "Column40", "Column41", "Column42", "Column43", "Column44", "Column45", "Column46", "Column47", "Column48", "Column49", "Column50", "Column51", "Column52", "Column53", "Column54", "Column55", "Column56", "Column57", "Column58", "Column59", "Column60", "Column61", "Column62", "Column63", "Column64", "Column65", "Column66", "Column67", "Column68", "Column69", "Column70", "Column71", "Column72", "Column73", "Column74", "Column75", "Column76", "Column77", "Column78", "Column79", "Column80", "Column81", "Column82", "Column83", "Column84", "Column85", "Column86", "Column87"},Combiner.CombineTextByDelimiter("|", QuoteStyle.None),"Merged"),
#"Split Column by Delimiter" = Table.ExpandListColumn(Table.TransformColumns(#"Merged Columns", {{"Merged", Splitter.SplitTextByDelimiter(";", QuoteStyle.Csv), let itemType = (type nullable text) meta [Serialized.Text = true] in type {itemType}}}), "Merged"),
#"Added Prefix" = Table.TransformColumns(#"Split Column by Delimiter", {{"Merged", each "|" & _, type text}}),
#"Replaced Value1" = Table.ReplaceValue(#"Added Prefix","||","|",Replacer.ReplaceText,{"Merged"}),
#"Split Column by Delimiter1" = Table.SplitColumn(#"Replaced Value1", "Merged", Splitter.SplitTextByDelimiter("|", QuoteStyle.Csv), {"Merged.1", "Merged.2", "Merged.3", "Merged.4", "Merged.5", "Merged.6", "Merged.7", "Merged.8"}),
#"Removed Columns" = Table.RemoveColumns(#"Split Column by Delimiter1",{"Merged.1"}),
#"Removed Duplicates" = Table.Distinct(#"Removed Columns")
in
#"Removed Duplicates"