Do you want to manage your staff’s allocations, shift schedules and view the results in a 4 week grid fashion (like below)? Then you are going to love my FREE Staff Roster Excel Template.
What can you do with this template?
- You can set up (up to 3) employees on shifts across a 4 week grid.
- See who is working on what days with staff pictures
- Manage employee’s time off and get alerted if you map someone on their day off.
- Look at staff allocation and workloads in a graph to see who is doing more and who is doing less work.
- Beautiful, simple and elegant worksheet to interactively manage the shift / roster.
Template Compatibility
This template is designed to work with modern Excel only. You need Excel 365 or Excel on Web to use this file.
How to use this template?
Step 1: Set up your employee data on the “employees” tab. You need the names & their pictures. When adding pictures, use insert picture > in-cell option to add them to the cells.
Step 2: Add any time-off or vacation information using the “Vacations” tab. Specify the employee name and date on which they are away.
Step 3: Set the start date for the roster, using the cell G3. Optionally, set the week start. Leave the value as 1 to start the week on Monday.
Once you change G3 value, the roster will display next 4 weeks worth of dates in the grid.
Step 4: Using the drop-down options in each day, map employees to the shift. You will get a warning icon if you either duplicate a name or if the employee is on vacation.
Step 5: Refer to the Workload graph on the right to see how busy your staff are. Use it to assign work fairly.
Step 6: That is all. There is no step 6. Happy Rostering.
Employee Roster Template -How to use it? [Video Tutorial]
Need help with rostering your staff or setting up employee schedules? Watch this tutorial to understand how I built this workbook and how to use it.
Download Staff Roster Template
Click here to download the Staff Roster Workbook.
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I have dozens of templates on all aspects of managing a business. Check out some of the below to speed up your work.
11 Responses to “FREE Calendar & Planner Excel Template for 2025”
Hi,
I downloaded this 2025 Calendar template. I checked the custom tab. Is it possible to change the weekend Fri & Sat.
Thanks
It is. Just use the option for fri & sat weekend (should be 7).
Activities of some dates are not getting displayed on "Any month" and "printable calendar" sheets.
e.g. Activity of 24 Apr 25.
Can you check again? The date in "planner" sheet should be a proper date. When I tested with 24-apr-2025, it works.
Love this calendar... I have highlight planner dates enabled but all dates are blue, is it possible to customize the color based on the type assigned to each date?
What would be the right way to add more Holidays in the Customizations?
Inserting rows in the Holiday List causes the blank cells in the calendar to turn Blue.
This is amazing!!! The best I've seen so far!! Is it possible to update it to consider a column for the final date? That way, if an event lasts more than one day, it repeats in the calendar
How do we change/insert the customization "Icon Options" ?
You can adjust these from the settings tab.
Is there anyway this can turn into an academic calendar (ie. start month is July and runs all the way through June of next year)?
Is there a way to make it something that is more than a day without having to add it to every day of that week.