Planning shifts for 24/7 cover
Hospitals, care homes, warehouses, security, call centres and kitchens all need the same thing: someone on every shift, every day, without burning people out. This shift schedule maker starts with three eight-hour shifts — day 07:00–15:00, evening 15:00–23:00 and night 23:00–07:00 — and an eight-person team so you can see a realistic pattern straight away. Change the names, times and team to match your site.
A quick way to size your team
Eight-hour shifts, three shifts a day, seven days a week is 21 shifts a week for each seat you need covered. If everyone works five shifts a week, one seat needs 21 ÷ 5 = 4.2 people — and that is before holidays and sickness. So covering one post around the clock with a 5-day week takes at least five people, and two posts at a time takes at least nine. Use “Min. employee per day” and the head-count row at the bottom to check whether your team really covers the posts you need.
Common shift patterns
| Pattern | How it works | Good for |
|---|---|---|
| 3 × 8 hours | Day, evening and night shifts of eight hours, each person rotating | Factories, security, call centres |
| 2 × 12 hours | Day and night shifts of twelve hours, usually fewer days per week | Hospitals, emergency services |
| Fixed shifts | Each person stays on one shift type | Staff who prefer routine; set by hand |
| Split shifts | Two separate blocks in a day with a gap | Restaurants with lunch and dinner peaks |
Change the shift times in the table above to model any of these. For 12-hour shifts set the times to 07:00–19:00 and 19:00–07:00 and remove the third shift type.
Making night shifts less punishing
- Rotate forwards — day → evening → night — rather than backwards; most people adapt more easily to a later body clock than an earlier one.
- Limit consecutive nights. Long runs of nights are harder to recover from. Break them up with days off.
- Leave a real rest gap after the last night before the next day shift.
- Count the hours. The Hours column uses paid time (shift length minus unpaid break), so you can see who is carrying the most.
Rules about night work, rest periods and maximum hours differ widely by country and industry — check yours.
FAQ
How do I make a shift schedule?
Add your team, define your shift types and times, choose days off per person and press auto-fill. Then adjust any cell by hand and print or export the result.
How many people do I need for 24/7 cover?
As a rough guide: 21 eight-hour shifts per week per post, divided by the shifts each person works per week, plus a buffer for leave and sickness. One post on a 5-shift week needs at least 4.2 people, so plan on five or more.
Can I use 12-hour shifts?
Yes. Edit the shift times (for example 07:00–19:00 and 19:00–07:00), delete the shift you don't need and the hours calculation follows.
Does the tool rotate night shifts fairly?
Auto-fill gives each person the shift type they have done least, so nights are shared rather than assigned to the same people. You can still override any cell.
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.