How to make a work schedule
- List your team. Type names into “Add employees” — several at once, separated by commas, works.
- Define your shifts. Each shift has a name, start and end time, an unpaid break and a colour. Overnight shifts such as 22:00–06:00 are counted correctly.
- Set the pattern. Choose how many days off each person gets and, optionally, the minimum number of people you need each day.
- Press “Auto-fill fairly”. Everyone gets the same number of working days, each day gets a similar head-count, and each person rotates through the shift types instead of being stuck on the same one.
- Adjust by hand. Every cell is a drop-down — swap a shift, give someone a day off, or leave it blank. Hours and daily head-count update as you go.
- Share it. Print or save as PDF for the break-room wall, or download a CSV for Excel or Google Sheets.
What the auto-fill does — and doesn't
The auto-fill is a fairness tool, not an optimiser. It spreads working days evenly, tries to keep each day equally staffed and rotates shift types. It does not know who is unavailable, who has the skills for which role, or who asked for a particular day, so treat the result as a first draft and edit it. Requests and availability are best handled by editing the cells afterwards.
| Team size | Days off each | Typical result |
|---|---|---|
| 5 people | 2 | 3–4 people working every day |
| 8 people | 2 | 5–6 people working every day |
| 11 people | 2 | 7–8 people working every day |
Tips for a schedule people don't hate
- Publish early. Giving staff the schedule a week or two ahead is the single biggest thing that helps with planning childcare, study and second jobs. Oregon and some cities, including New York City, Chicago, Seattle and Los Angeles, require advance notice of schedules from certain employers (mostly retail, food service and hospitality) — check whether yours applies.
- Avoid “clopens”. Closing late and opening early the next morning leaves too little rest. Check the cell to the left of an early shift.
- Keep a fixed day off where you can. Predictable days off matter more to many people than the exact hours.
- Watch weekly hours. In the US, the federal Fair Labor Standards Act requires overtime pay for covered, non-exempt employees for hours over 40 in a workweek (US Department of Labor), and some states, such as California, also pay overtime by the day. The tool flags anyone above 40 hours in the week.
- Balance weekends. If the same people always get Saturday, rotate them next week.
FAQ
Is this work schedule maker really free?
Yes. There is no sign-up, no watermark and no limit on staff or schedules.
Can I print the schedule or save it as a PDF?
Yes. Press “Print / save as PDF” — the page switches to a clean landscape layout with just the schedule. In the print dialogue choose “Save as PDF” to get a file.
Can I open the schedule in Excel or Google Sheets?
Yes. “Download CSV” gives a spreadsheet with one row per person, each day's shift, total hours and a head-count row.
Does it handle night shifts?
Yes. If the end time is earlier than the start time (for example 22:00 to 06:00) the shift is treated as overnight and hours are calculated accordingly.
How do I make a rotating schedule?
Auto-fill rotates each person through your shift types. Build the first week, then change the “Week starting” date and press auto-fill again for the next week. For fixed rotas such as 4 on / 3 off, edit the cells directly.
Is my team's data uploaded or stored?
No. Names, shifts and hours stay in your browser. They are saved in your browser's local storage so the schedule is still there next time, and are never sent to our servers. Clearing your browser data removes them.
Does the tool check labour law?
No. It adds up hours and warns when someone is scheduled above a general weekly threshold, but rules on overtime, breaks, rest periods and advance notice depend on your country, state or city and your contracts. Check official guidance or ask an adviser before you rely on a schedule.