assignment rotation template

Rotation Schedule Template

I was recently asked if it would be possible to convert my annual calendar template into an automated work rotation schedule , for an employee who is working a rota consisting of a number of days on followed by a number of days off. The result was the new template listed below.

For other related scheduling templates, see the work schedule and shift schedule .

Rotation Schedule

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet"

About this Rotation Schedule Spreadsheet

This template provides a convenient way to display your work rotation schedule, using the annual calendar template as a basis. Just enter the year and start month, then use the other inputs to define your shift schedule pattern. The workbook contains 3 separate worksheets, each providing a slightly different set of features.

In the first two worksheets ( Rotation and Rotation_Advanced ), the rota schedule is defined by entering the numbers of days on Shift 1, followed by the number of days on Shift 2, followed by the number of days off. For a simpler "days on/off" pattern, just leave the "Shift 2" field blank.

In the Rotation_String worksheet, you can define a rotation as a repeating string such as "11xxx22xx333xx" which would mean that you work Shift 1 for 2 days, followed by 3 days off, followed by working Shift 2 for 2 days, followed by 2 days off, followed by working Shift 3 for 3 days, followed by 2 days off.

Both the Rotation_Advanced and Rotation_String worksheets use the new built-in function NETWORKDAYS.INTL() , available as of Excel 2010, to let you choose which days make up the "weekend" (Sat/Sun, Mon/Tue, Sunday only, etc.) and to also account for holidays. In these worksheets, the rotation excludes both weekend days and holidays, all of which we call "non-working days." This means that if the rotation calls for you to work 2 days starting on Friday, then you would work Friday and then Monday (skipping the non-working weekend days).

The workbook contains a "Holidays" worksheet where you can list days that should be considered non-working days.

Rotation Schedule for Multiple Employees

Description

This version of the rotation schedule allows you to show the rotation for multiple employees. You define the rotation pattern for each employee, all starting from a specific date. The template shows the total number assigned to each shift for each day.

Rotation Schedule Patterns

This rotation schedule template does not handle all types of shift schedule patterns. But, it does a pretty good job of handling most of the common cases:

[ On / Off ] Patterns

Shifts that involve working X days followed by Y days off are easy to handle with this rota template. Just leave the "Shift 2" field blank. Or, if using the String method, you can define a 4/2 pattern as "1111xx".

[ Shift1 / Shift2 / Off ] Patterns

In some cases, an employee might work 2 days on Shift 1, followed by 2 days on Shift 2, followed by a number of days off.

An example would be a 4-day shift pattern in which an employee works a 12 hour day shift the first day, followed by a 12 hour night shift the second day, followed by two days off. If using the String method, this would be defined as "12xx".

[ 2/3/2 ] Fortnight Patterns

Some rotation schedules use a pattern that repeats every fortnight (2 weeks), and may be referred to as 2/3/2. I created the Rotation_Advanced worksheet specifically for cases like this, where the repeating pattern is "11xxx11xx111xx" with "x" meaning OFF and the "1" meaning ON.

Day shift for X months, then Night shift for Y months

It is pretty common for an employee to be assigned a shift for an extended amount of time (months?) because of how hard it can be on the body and general life planning to change from a day to a night shift on a regular basis. Though the rotation schedule template is set up to show an entire year, you could use it to just show a few months at a time (by hiding or deleting the unneeded rows).

• Shift Work at wikipedia.org - Describes various types of shift schedules.

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Rotating Schedule: A Guide with Examples & Templates

• February 24, 2022

To meet the demand of a fast-paced economy, many firms and businesses have to operate outside regular hours and even 24/7. Keeping the business open while maintaining employee wellbeing has become a challenge.

Business owners use different types of schedules to address that challenge, including a rotating schedule in which employees rotate between day shifts and night shifts (and maybe a third shift).

But what exactly is a rotating schedule and how is it different from a fixed schedule? If shift rotation is suitable for your business, then how can you create a rotating schedule that is practical?

What is a rotating schedule?

A rotating schedule is a schedule arrangement in which employees work day shifts for a period of time, then switch to night shifts for some time, and then go back to working day shifts. For some businesses, staff may rotate to a third shift. Employees keep rotating between different shift times, hence the name rotating schedule.

How does a rotating schedule work?

Imagine you run a coffee shop that opens 24/7 and runs on 3 shifts:

• First shift: 7 am – 3 pm
• Second shift: 3pm – 11 pm
• Third shift: 11 pm – 7 am

It would be simple to use a fixed schedule in which some staff will always work the first shift, some will always work the second shifts, and others will always work the third shifts.

But the problem is that night shifts are busier and bring more tips than day shifts. To make it fair for everyone, that’s where the rotating schedule comes in.

With a rotating schedule, a worker may work the first shift for 1 week, then switch to the second shift for 1 week, then switch to the third shift for 1 week. After completing the cycle, that staff will go back to working the first shift. This arrangement allows all staff to have an equal workload and equal opportunities to earn extra.

Types of rotating schedules

To accommodate the shift needs of different businesses, many variations of the rotating schedule are created. Below are the most common options.

Pitman schedule

With a Pitman shift schedule, 4 teams of employees will work 12-hour shifts and rotate their shifts every 4 weeks based on this pattern:

2 teams work day shifts and 2 teams work night shifts.

On any given day, 1 team works day shift, 1 team works night shift, and 2 teams are off.

This type of schedule gives your staff 3 days off every other week and they don’t have to work more than 3 days in a row. But they will have to work long shifts, which can be exhausting.

Dupont schedule

Another rotating schedule for 4 teams working 12-hour shifts is the Dupont shift schedule. Employees rotate through an 8-part cycle:

• 4 night shifts
• 3 day shifts
• 3 night shifts
• 4 day shifts

This schedule allows your staff to have a whole week off each month.

But they have to work longer hours each shift, there’s only 1-day break within the month, and it’s hard to come back to work after a long vacation. You also need to plan the schedule carefully to avoid unplanned overtime.

2-2 3-2 2-3 schedule

The 2-2, 3-2, 2-3 schedule is a common variation of the Pitman schedule. It works for 4 teams with 12-hour shifts. The cycle repeats every 2 weeks:

• 2 day shifts

With this type of schedule, staff work longer shifts, but they have 3 days off every other week and don’t have to work over 3 days in a row.

But the constant switch between day and night shifts may disrupt employees’ sleep patterns because their bodies don’t have enough time to adjust.

Other variations of this schedule include: 2-2-3, 3-2-2-3, and 3-2-2.

24-48 schedule

In a 24-48 schedule, 3 teams of employees will work 24-hour shifts. The cycle repeats every 3 days: employees work for 24 hours and take 48 hours off.

Although employees only work 3 days a week and don’t have to work an entire weekend, 24-hour shifts are too long for some people. This might cause fatigue, burnout, and other safety risks. You may need to divide the team on each shift so that employees can have proper rest time.

4-3 schedule

In a 4-3 rotating schedule, 6 teams of employees will work overlapping 10-hour shifts, and the cycle repeats every 3 weeks:

With this type of schedule, 3 teams will always work on weekends. But everyone has 3 days off and they work on the same days every week. You can also take advantage of the overlapping hours by scheduling them to match busy hours in your business.

Benefits of a rotating schedule

Maintains fairness.

In certain industries such as Food & Beverages, night shifts are busier than day shifts. Staff working night shifts receive more tips, but their workload is heavier. A rotating schedule ensures all staff have a fair share of tips and workload. No one is stuck in slow and unprofitable shifts forever.

Increases flexibility

A rotating schedule increases flexibility in work hours and employee performance . As employees are already familiar with all shift hours, they can easily cover any shifts.

Also, a rotating schedule allows employees to schedule appointments and personal events within the weekday, 9-5 time frame. They can attend parent meetings or go to the bank without requesting a weekday off.

Gives staff more experience

A rotational schedule requires your staff to experience every hour your business opens. They can understand the ins and outs of the business and their jobs. With the experience gained from working in different situations, staff can step in when needed and don’t get lost when facing busy shifts.

Helps meet the market demand

The main purpose of a rotating schedule is to ensure coverage for the business and meet the demand of the market.

Gives employees more combined days off

As staff work longer shifts, they have more days off combined every week or month. For example, with a Dupont schedule, your staff have a whole week off, which is enough for a short vacation.

Challenges of a rotating schedule

While the benefits of a rotating schedule are obvious, it also brings many challenges to both employers and employees.

Harms work-life balance

Some employees still prefer a conventional, fixed schedule because it’s easier to maintain their work-life balance . It allows them to attend courses and schools. They can spend time with friends and family who also work conventional hours. They can sleep at the same time every day. It’s hard to maintain all those activities with a rotating schedule in which the work hours keep changing.

Involves longer shifts

Despite the attractive combined days off, longer shifts are overwhelming and exhausting to many people.

Leads to health problems

Switching between day and night shifts can mess with your staff’s natural circadian rhythm, resulting in multiple disorders and diseases. Lack of social contact due to an inconsistent schedule may lead to mental health problems .

Complicates scheduling work

Implementing a rotating schedule requires more work than a fixed schedule because you have to arrange teams into different shift hours, calculate more complex payroll, and plan for employee wellbeing.

As you can see, implementing a rotating schedule can be challenging. You should talk to your staff, see if they’re willing to work a rotating schedule and see if you can handle the scheduling work that comes with this type of schedule.

How to make a rotating schedule

Here’s a step-by-step guide to making a rotating schedule for your business:

1. Choose a type of rotating schedule

Depending on your business, industry, and staff preferences, you can choose one type of rotating schedule and adjust it to suit your scheduling strategy.

For example, you run a coffee shop with these details:

• Opening hours: 8 am – 12 am, all week
• Day shift: 8 am – 4 pm
• Night shift: 4 pm – 12 am
• Number of employees: 20

With 12-hour shifts and employees that can be divided into 4 teams, a Dupont schedule will be a good fit for your coffee shop.

Let’s say you choose the Dupont method. What’s next?

2. Divide your employees into teams

Count the total number of your employees. Then divide them into teams . Remember to include all the roles necessary for each shift. Label the teams so that you can easily arrange the shifts.

For example:

Each shift in your coffee shop requires 5 roles: a barista, a waiter/waitress, a cashier, a dishwasher, and an assistant manager.

With 20 employees, you can divide them into 4 teams of 5 people.  Label each team 1, 2, 3, and 4.

3. Assign shifts to each team

Now that you’ve chosen the method and divided employees into teams, it’s time to assign shifts to each team.

Your final schedule may look something like this:

Rotating schedule templates on Google Sheets

You can make copies of our free rotating schedule templates and adjust them to create schedules for your business.

Fixed schedule vs. rotating schedule

What is a fixed schedule.

A fixed schedule is when the employee schedule doesn’t change. One team always works day shifts, another team always works night shifts, and the third team always works wing shifts.

Why should you use a fixed schedule?

A fixed schedule is predictable and consistent. Many employees prefer this type of schedule because they can easily plan ahead appointments and personal events. It allows them to maintain a better work-life balance and better health. Employees tend to be happier, so the turnover rate is lower.

Because a fixed schedule doesn’t change much, managers don’t have to spend excessive time on employee scheduling. A flexible schedule requires lots of adjustments to make it work for everybody.

Will a rotating schedule work for your business?

Talk to your staff.

Different businesses and industries may require you to adapt your schedule accordingly. However, the most important thing you need to do is to talk to your staff.

Your staff are the ones in charge of the shifts, so make sure that they’re willing and consent to follow a rotating schedule. It’s best to discuss the benefits and challenges of this type of schedule so they can decide.

But sometimes, your staff can’t always pick the perfect schedules for themselves. Sometimes, it’s the nature of the job. Without people working around the clock, the economy’s and society’s demands can’t be met. If this type of schedule is necessary for your business, you should explain and discuss the importance and implementation of it with your workforce.

Inform your future candidates

If you’ve decided to use a rotating schedule for your business, you can tell your candidates beforehand, during the interview process. This is to avoid hiring people who aren’t willing to work rotating shifts—they’re more likely to be dissatisfied and leave.

Use employee scheduling software

Implementing a rotating schedule can be difficult for both employers and employees. Managing a schedule that requires constant adjustments is no easy feat. A poorly-arranged schedule can harm your staff’s mental and physical health.

One simple way to make it easier for both is to use good employee scheduling software to create work schedules . Managers don’t have to waste too much time adjusting shifts. Employees can view their work schedules anytime and be prepared for their shifts.

Maintaining a rotating schedule isn’t hard

Without a rotating schedule, your chances of meeting the market demands are impossible. And when you create one the right way, you can quickly leapfrog your business operations.

Now you have everything you need to get started with creating a rotating schedule. Don’t forget to download our templates or try out the Camelo scheduling app , and make great schedules for your employees.

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Simplifying Your Office Tasks

Ready-To-Use Employee Shift Rotation Schedule Template

Download the Employee Shift Rotation Schedule Template in Excel, OpenOffice Calc, and Google Sheets to prepare rotational shift schedules for your employees.

This template consists of 3 templates for shift schedules: daily, weekly, and monthly. This can help the team leaders, office admins, and HR assistants prepare the shift schedule for employees.

Employee rotational schedules can vary widely in their structure and duration. Some organizations rotate employees through different roles for weeks or months, while others may have longer-term rotations that last a year or more.

Table of Contents

What is a Shift Rotation Schedule?

A shift rotation schedule is a work schedule system in which employees regularly alternate between different work shifts or time slots. This type of schedule is commonly used in industries and organizations that operate around the clock or have extended hours of operation, such as manufacturing, healthcare, hospitality, and public safety, among others.

Purpose Of Shift Rotation

The primary purpose of a shift rotation schedule is to ensure that work coverage is maintained continuously throughout the day and night.

Types of Shift Rotation

Shift rotation schedules consist of different types of shifts. Morning shifts, afternoon shifts, night shifts, and sometimes even split shifts. The specific shift types and their duration can vary depending on the organization’s needs.

Rotation Patterns

Various rotation patterns can be used in shift rotation schedules, including Fixed Rotations and Cyclic Rotations. The frequency of rotation can vary. Some organizations rotate employees on a daily or weekly basis, while others may have longer rotation cycles, such as monthly or even quarterly.

Shift rotation schedules are designed to optimize workforce coverage, maintain operational efficiency, and distribute the demands of various shifts fairly among employees.

Employee Shift Rotation Schedule Template (Excel, OpenOffice Calc, & Google Sheets

We have created a ready-to-use Shift Rotation Schedule Template for planning daily, weekly, and monthly shifts of your employees.

Microsoft Excel OpenOffice Calc Google Sheet

Additionally, you can also download other HR templates like Payroll Template With Attendance , Timesheet Template , Paycheck Calculator , Employee Training Log , Job Application Tracker , Business Mileage Log Template , and IRS Compliant Mileage Log Template depending on the company’s requirements.

Moreover, you can also download Accounting Templates , HR Templates , and Educational Templates which can be helpful to you.

In case, you want to customize any of the above templates feel free to contact us. You can hire us for our services on Fiverr or directly contact us at [email protected].

How To Use Employee Shift Rotation Schedule Template?

Employee Shift Rotation Schedule Template consists of 3 sheets:

Daily Shift Rotation Schedule

Weekly shift rotation schedule, monthly shift rotation schedule.

Let’s understand each of these in detail.

This sheet consists of the following heads:

Date: Enter the date for which you want to make the shift rotation schedule.

Day: Using the TEXT Function the system automatically displays the day.

Shift Timings: You can input the shift timings as per your requirements.

In the example, we have made a total of 5 slots. 4 of 4 hours and one of 8 hours for the day.

The reason is that in the morning time, usually, the calls are fewer and thus require only 2 employees. Moving ahead, each slot has 4 employees. Again in the night shift, we have kept 2 employees based on fewer calls.

Hours: Based on your slots you can manually enter the hours of shifts. This can help you count and distribute the 24 hours of a day without mistakes.

Employee Names: Once you have done this, add employee names.

On Leave: Insert the name of the employees who will be on leave on that particular date.

And that’s it. you are done.

This sheet also consists of the same heads. The only difference is that it consists of multiple dates for that particular week.

On Leave: Insert the name of the employees who will be on leave on that particular date. Distribute the employees evenly so that everyone gets a chance for a weekday off.

You only need to insert the first date and it will automatically fetch the following dates. Make sure you enter the start of the week, either Sunday or Monday based on your preference.

This sheet also consists of the same heads. The only difference is that it consists of multiple dates for the whole month.

If you like this article, kindly share it on different social media platforms. So that your friends and colleagues can also benefit from the same. Sharing is Caring.

Moreover, send us your queries or suggestions in the comment section below. We will be more than happy to assist you.

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How to make a rotating shift schedule in Excel

A shift schedule is a must in any company where the staff work on a rotation basis. Not only is it a handy human resources management and organisation tool, it also means employees always know when they have to go to work. 

A well organised shift schedule is a way to avoid chaotic processes and keep your company in order. We explain how to set one up in Microsoft Excel.

What is a work shift schedule?

A work shift schedule is a table that provides a visual overview of employees’ scheduled hours in the company. You can set up a monthly, quarterly or even annual schedule so workers know their shifts in advance. 

The aim of the schedule is to create a simple and efficient rotating production system and ensure the hours assigned are covered. 

Therefore, having a clear and well organised table is essential for companies where employees follow this system.

5 steps to create a rotating shift schedule in Excel 

A work shift schedule will look different depending on many factors: the number of employees included (there are individual schedules) or the period of time they cover, among other things. However, the simplest and most common way is to do a monthly table for the whole organisation.

Let’s explain how to set it up:

Step 1: open an Excel document

The first step is simple: you need to create a document in Excel and give it a name that you will be able to find easily. If you use a Cloud system like Dropbox or Google Drive, you will be able to share it with the staff easily. Likewise, HR software will let you store the template in the documents section for each employee so they can access their hours automatically. 

Step 2: create the calendar for the month

Starting in the second column, create the calendar for the month. Enter the day of the month in each cell including weekends. In the first row you can also indicate the days of the week. 

Lastly, we recommend you shadow the columns corresponding to the weekends to identify them easily. 

Step 3: enter the employee names

In the first column, starting at the row just below the days, enter the names of all the employees in the company. This is where you will indicate which shifts the worker has that week. 

Step 4: create a code

To mark if the employee is on the morning, afternoon or night shift, you can create a simple code, in which M, for example, means morning, A is afternoon and N is the night shift. 

To complete the schedule, you just need to enter the letter in the relevant cell according to the shift the employee is working.  

Step 5: Create new sheets for each month 

We recommend you do a monthly schedule and create new sheets as you go along. That way you have everything in one archive. 

And that’s all there is to it. An Excel schedule to organise the company’s staff shifts. Remember: 

• Respect employee rest periods.
• Don’t allocate night shifts for more than two consecutive weeks (unless the employee requests it).
• Ensure there are 12 hours between the end of one working day and the start of another.
• Communicate shifts in good time to employees so they can get themselves organised.

Rota Template

Weekly rota template, staff rota template, weekly staff rota template, download detailed rota templates.

Here, you’ll find practical and user-friendly templates for creating your own rotation schedules. Our templates are designed in clear formats to enable you to quickly and efficiently create your own schedule . We’re here to help you make the most of your time and effectively utilize your resources.

If you want to digitize your employee scheduling, we also offer software to help you automatically manage your teams’ shifts . Whether you run a small team or a large number of employees, our software can be tailored to your unique requirements.

Effortlessly allocate shifts and maintain a well-structured timetable. Our intuitive interface makes it easy to input employee details, specify working hours, and make necessary adjustments with ease. Download our free rota template as Excel!

Start using our free excel rota template today and experience the convenience and efficiency it brings to your employee scheduling. Simplify your employee scheduling with this efficient solution designed specifically for weekly schedules within Microsoft Excel.

Effortlessly assign shifts to your employees using our easy-to-use template. It allows you to input employee names, define shift timings, and allocate work hours accordingly. Our Staff Rota Template provides a straightforward solution for creating and maintaining employee schedules. With a focus on flexibility, you can use this template to organise and track shifts for your workforce.

Mehr als 1.500 Unternehmen benützen TimeTrack

Our Staff Rota Template provides a basic structure for managing employee shifts and ensuring coverage throughout the week. It helps you organize your weekly staff shifts and workforce management.

Digitalize your Rota with Auto-Scheduling

We understand that every business has its own specific needs and challenges. Rota Excel templates can be a useful tool for scheduling, but they may not always be the best solution for managing complex workforce rotations . Rota software offers advanced features such as automated shift rotations , employee availability tracking, leave management , and real-time updates, various shift patterns , and incorporate any specific rules or requirements your business may have. These functionalities streamline the scheduling process and save valuable time .

With just a few clicks, you can effortlessly maintain an accurate and up-to-date schedule.

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How To Create A Rotating Employee Schedule In Excel

Step-by-step guide to creating a rotating employee schedule in excel.

Creating a rotating employee schedule in Excel can be a daunting task, but it doesn’t have to be. With the right steps and a bit of patience, you can create an effective and efficient schedule that works for your business. Here’s a step-by-step guide to help you get started:

Step 1: Gather Your Data

The first step is to gather all the necessary data for your schedule. This includes the names of each employee, their availability, and any other relevant information such as job roles or shift preferences. Make sure to include any special requests or restrictions that need to be taken into account when creating the schedule.

Step 2: Set Up Your Spreadsheet

Once you have all the data, it’s time to set up your spreadsheet. Start by creating columns for each day of the week, then add rows for each employee. You can also add additional columns for job roles, shift preferences, and any other relevant information.

Step 3: Enter Employee Availability

Next, enter each employee’s availability into the appropriate cells. For example, if an employee is available on Monday from 9am to 5pm, enter “9-5” in the corresponding cell. If they are not available at all on a certain day, enter “N/A”.

Step 4: Create a Formula

Now it’s time to create a formula that will generate the rotating schedule. Start by entering the following formula into the first cell of the schedule: =IF(A1=”N/A”, “N/A”, IF(A2=”N/A”, A1, IF(A3=”N/A”, A2, IF(A4=”N/A”, A3, IF(A5=”N/A”, A4, IF(A6=”N/A”, A5, A6))))). This formula will check each cell in the row and assign the next available employee to the shift.

Step 5: Copy and Paste the Formula

Once you’ve entered the formula, copy and paste it into the remaining cells in the schedule. This will ensure that the same formula is applied to each row, generating a rotating schedule.

Step 6: Adjust the Schedule

Finally, adjust the schedule as needed to accommodate any special requests or restrictions. For example, if an employee needs to work a certain shift, you can manually adjust the schedule to accommodate them.

Creating a rotating employee schedule in Excel doesn’t have to be difficult. With the right steps and a bit of patience, you can create an effective and efficient schedule that works for your business.

Creating a Rotating Employee Schedule in Excel: A Comprehensive Guide

Managing employee schedules efficiently is crucial for businesses to ensure smooth operations and employee satisfaction. Excel is a powerful tool that can be utilized to create rotating employee schedules effectively. In this comprehensive guide, we’ll walk through step-by-step instructions, offer optimization tips, delve into automation techniques, discuss best practices for design, troubleshoot common issues, and explore creative visualization methods, all aimed at helping you streamline your scheduling process and maximize productivity.

Creating a rotating employee schedule in Excel requires careful planning and organization. Here’s a simplified step-by-step approach to get you started:

Step 1: Gather Necessary Data

Before diving into Excel, gather all pertinent information such as employee names, availability, job roles, shift preferences, and any special requests or restrictions.

In Excel, create a spreadsheet with columns representing each day of the week and rows for individual employees. Additional columns can be added for job roles, shift preferences, and other relevant information.

Enter each employee’s availability into the corresponding cells. Utilize a clear format such as “9-5” for availability from 9 am to 5 pm, and “N/A” for days when an employee is not available.

Step 4: Create a Rotating Formula

In the first cell of the schedule, input a formula to assign shifts based on availability. An example formula could be:

This formula checks each cell in the row and assigns the next available employee to the shift.

Copy and paste the formula into the remaining cells of the schedule to ensure consistent application across all rows.

Step 6: Adjust as Needed

Make manual adjustments to accommodate special requests or restrictions, ensuring a fair and balanced schedule for all employees.

Tips for Optimizing Your Rotating Employee Schedule in Excel

To further enhance your rotating employee schedule, consider implementing the following optimization tips:

• Utilize Conditional Formatting: Highlight conflicts or scheduling issues using conditional formatting to quickly identify and address them.
• Use Filters: Employ filters to sort and organize schedules by employee name, shift type, or date range for easy management.
• Create a Template: Save time by creating a reusable template for future schedules, reducing the need to start from scratch.
• Automate Tasks: Explore automation tools to streamline tasks such as report generation or notification sending for a more efficient process.
• Leverage Macros: Utilize macros to automate repetitive tasks like generating schedules based on existing data, saving time and effort in the long run.

How to Automate Your Rotating Employee Schedule in Excel

Automation can significantly simplify the process of creating and managing rotating employee schedules in Excel. Follow these steps to automate your scheduling process:

Step 1: Create an Employee List

Compile a list of employees including their names, job titles, and relevant details in an Excel spreadsheet.

Step 2: Set Up Schedule Template

Design a schedule template with columns for days of the week, hours, and any additional information required.

Step 3: Enter Employee Information

Input employee information into the template, ensuring accurate data entry for effective automation.

Step 4: Automate Using Excel Functions

Utilize Excel functions such as “IF” to assign shifts based on predefined criteria, and “RANDBETWEEN” for random shift assignments.

Step 5: Finalize and Review

Review the automated schedule, making any necessary adjustments or additions before finalizing.

Best Practices for Designing a Rotating Employee Schedule in Excel

Designing an efficient and manageable rotating employee schedule requires adherence to best practices. Consider the following tips:

• Start with a Template: Begin each schedule with a standardized template to maintain consistency and save time.
• Utilize Formulas for Automation: Employ Excel formulas to automate calculations for accuracy and efficiency.
• Color-Code Shifts: Enhance readability by color-coding shifts to differentiate between types (e.g., day, night, weekend).
• Include Notes and Reminders: Add relevant notes or reminders to the schedule for important details such as break times or safety protocols.
• Ensure Readability: Prioritize organization and clarity to ensure the schedule is easy to read and understand at a glance.

Troubleshooting Common Issues with Rotating Employee Schedules in Excel

Despite careful planning, issues may arise when creating rotating employee schedules in Excel. Here are common problems and solutions:

• Incorrect Data Entry: Double-check all data entries to avoid typos or inaccuracies that could disrupt the entire schedule.
• Unclear Formatting: Ensure proper formatting with clear headings, consistent font sizes, and colors for improved readability.
• Overlapping Shifts: Use Excel functions like “IF” to prevent scheduling conflicts by checking for overlapping shifts.
• Incorrect Calculations: Troubleshoot formula errors using Excel’s “Evaluate Formula” tool to identify and rectify calculation issues.

Creative Ways to Visualize Your Rotating Employee Schedule in Excel

Visualizing employee schedules creatively can aid in better comprehension and management. Here are some inventive methods:

• Color-Coded Calendar: Create a color-coded calendar in Excel to visually represent each employee’s shifts for quick identification.
• Gantt Chart: Utilize Gantt charts to plot shift start and end times, providing a visual overview of employee schedules and coverage.
• Conditional Formatting: Apply conditional formatting to highlight specific shifts or days based on criteria such as employee names or shift types.
• Heat Map: Generate a heat map to visualize employee availability and distribution across different shifts or days.

Implementing these creative visualization techniques can enhance your ability to manage and optimize rotating employee schedules in Excel.

Creating and managing rotating employee schedules in Excel requires attention to detail, strategic planning, and the utilization of Excel’s powerful features. By following this comprehensive guide, incorporating optimization tips, automation techniques, best practices, and troubleshooting strategies, you can streamline your scheduling process, minimize errors, and ensure a fair and efficient schedule for your employees. Additionally, exploring creative visualization methods can further enhance your scheduling capabilities, making it easier to monitor and manage employee shifts effectively. With dedication and the right tools at your disposal, Excel can be a valuable asset in optimizing your workforce scheduling operations.

Yes, absolutely! Excel allows for extensive customization. You can tailor the template to accommodate various shift patterns, job roles, and employee preferences. Feel free to add or remove columns, adjust formulas, and incorporate additional features as needed.

Excel makes it relatively easy to update the schedule to reflect changes in employee availability or preferences. Simply modify the relevant cells with the updated information. You may need to adjust formulas or conditional formatting rules accordingly to ensure accuracy and consistency.

Yes, you can integrate time-off requests or vacation days into the schedule. You can create a separate column to indicate when an employee is on leave, and adjust the schedule accordingly to ensure adequate coverage during those periods.

Excel is capable of handling large datasets and complex formulas. However, for very large teams or intricate scheduling needs, you may want to consider using specialized scheduling software designed specifically for managing employee schedules. These tools often offer additional features and automation options tailored to the task.

Fairness and equity in shift assignments are important considerations. Excel can assist by providing transparency and accountability in the scheduling process. You can use randomized formulas or rotation patterns to distribute shifts fairly among employees. Additionally, open communication and flexibility in accommodating employee preferences can contribute to a more equitable schedule.

Yes, Excel allows you to easily share schedules electronically. You can save the spreadsheet as a file and distribute it via email or a shared drive. Alternatively, you can use cloud-based platforms or collaboration tools to share and collaborate on the schedule in real-time.

If you encounter errors or difficulties, don’t worry! Excel has a wealth of resources available online, including tutorials, forums, and help documentation. You can also reach out to colleagues or seek assistance from Excel experts to troubleshoot and resolve any issues you may encounter. Remember, practice makes perfect, and with perseverance, you’ll become more proficient in creating and managing employee schedules in Excel.

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Rotation Schedule Excel Template

Excel ROTA Template. Simple shift planner for employees. Hourly, weekly and monthly schedules with custom shift options. Full print ready.

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TEMPLATE DESCRIPTION

Tracking the working hours and shifts of employees is a very critical point to provide an effective working pattern. Our Rotation Schedule Excel template helps you to prepare schedules for your employees, to track their shifts, and calculate total working hours easily.

The Rotation Scheduler product simplifies the demanding task of staffing and scheduling for your organizational needs, ensuring efficient workload optimization. This automated tool streamlines the creation of rotas and duty rosters , allowing for convenient planning and scheduling.

It also adjusts full-time and overtime work, reflecting in accurate compensation and salary/wage calculations.

This Excel Rotation Schedule Template contains three different types of rotation schedules. Those are specified according to the time duration such as monthly, weekly, and hourly. In addition, all of the types are designed and structured depending on your needs and the work system.

Rotation Schedule Excel Template Features:

On the dashboard, there is a table where you can add up to 60 employee names individually. After you input your employee names, you can proceed to other sheets to set their shifts and work hours. We have separated rotations based on three different time durations. Each sheet serves different purposes on variable working fields.

Our product enhances workflow in the workplace by precisely rotating job roles and responsibilities. This crucial for preventing staff turnover and maintaining a steady work environment.

Monthly Rotation Schedule:

This section allows you to create a monthly schedule for all your employees. As a first step, you can choose the year and month from the dropdown button for defining the schedule. There are three different shift types you can specify according to your organization’s work schedule.

In this table, you can select the employee name from the dropdown button. After that, you can select a shift type you specified above or you can even enter a custom shift as well. We have put extra information to clarify how you can create a custom shift pattern.

But, if you want to enter a custom pattern you should leave blank the shift column of this row. Once you fill the necessary columns, you will see the visual demonstration of the employee’s working days automatically.

After you fill in the previous table, you will see the total number of employees working in a day for each shift. The calendar can be update automatically each time you choose the date above. Additionally, we have also placed the date on the left top corner of this table.

Hourly Rotation Schedule by Employees:

If you need to create just a daily working hours schedule for your employees, then we would suggest checking the hourly schedule. You can define the start hour, the total hours to work, and the time space you will use while you are creating a schedule table.

You can add more employees below by selecting an employee name from the dropdown button. Moreover, you can increase the number of hours up to 24.

The table formatting will adjust itself automatically for both arrangements. To fill the working hours of the employee, you can select “w” inside the box. In that way, you will be able to see the hours that employees will work.

With a focus on rotating duty and on-call assignments, it accommodates staff availability , managing weekend and holiday shifts, while considering planned vacations and unexpected absences. Whether it’s scheduling annual vacation time, sick leaves, or managing the attendance for your entire workforce.

Weekly Rotation Schedule for a Team:

In this section, you can plan the simultaneous work of your employees . You also have the option to change the name of the shifts, working hours, and start-end time.

Working hours are used to calculate total working time in a week excluding for example “lunchtime”. After you change the shift name, also the dropdown list will be updated with the available shift names.

Once you select the shift of the day of that employee from the dropdown button, the template will calculate the total hour’s column automatically according to the weekly shift selections. Again, you can add more employees by selecting the dropdown button on the employee column.

Weekly Rotation Schedule by Employee:

This section of the template is a bit simple. Significantly, it does not allow to plan simultaneous work, you can use it for some specific tasks. That kind of schedule template is usually used when there is a need for tracking who did some specific task on a specific date and time .

For example, an employee who is closing the lab, who is responsible for cleaning the toilet or who was at that time at the security check, etc. Again, you can determine start hours, the total number of hours will be worked and time spaces on the schedule.

There are two options for time-space which are a full hour and 30 minutes. You can fill the table by selecting the employee name from the dropdown button.

Printable and user-friendly, the scheduler provides a clear timetable, aiding in attendance tracking and facilitating timely break and time-off allowances for your workforce that rotates.

The Rotation Scheduler is designed for businesses seeking a robust solution for their scheduling needs, ensuring that the workforce is effectively utilized and compensated.

Rotation Schedule Excel Template Features Summary:

• Staff Rota Template in Excel
• Tracking Working Hours and Shifts of the Employee in Excel
• Prepare Rotation Schedule
• Full Print Ready
• Informational notes included
• No installation needed. Ready to use.
• Works both on Mac and Windows
• Compatible with Excel 2010 and later versions

Rotation Schedule Template is a ready-to-use Excel Template and provided as-is. If you need customization on your reports or need more complex templates, please refer to our custom services.

PRODUCT VIDEO

Watch the video below to see the template in action! Presentation also includes usage notes, explanations and tips & tricks about the template.

FREQUENTLY ASKED QUESTIONS

User reviews & comments, 11 reviews for rotation schedule excel template.

John Alba – May 21, 2023

Looks so proffesioanl and helped my team a lot. thank u Someka for making it.

Midori K. – April 3, 2023

I used this in my factiry and I know each shift which staffss are now available. Really recommended.,

Donya – January 28, 2023

I wished there was a online version of this template, maybe like google sheet or google Docs.

Someka – January 29, 2023

Thank you for your suggestion. We have a schedule for developing a Google Sheets version for our Excel versions, we will keep you updated after we added the Google Sheets version to the website.

Valery – October 15, 2022

We are a small company but we have some shifts during month for some of our employees, I used this template and I cleared it to them how they can track their shifts, thank you Someka.

Kemal – July 26, 2022

Hi Thanks for nice tool. how I can print the whole sheet?

Someka – July 27, 2022

Hello, thanks for asking your question. This template is fully printable, you can even break it down to the areas in which you like to print. Please check this link to learn how to do it.

Doroteja – May 11, 2022

The template is great, complete and easy-to-use. Thanks

Flaviana – February 4, 2022

Nice template. Well organized and solid.

Di Jewel – January 17, 2022

Hi there, It’s great that the size of the table is updated based on my choices. For example, when I change the number of hours time and space in the hourly schedule section, the table size is updated. In this way, overtime human employment is prevented

Lincoln H – January 4, 2022

Great work ! I just wanted to make sure that there would be a one time charge for one of the downloads and not multiple charges.

Someka – January 4, 2022

Hello Lincoln,

All our prices are processed as one-time payment. You receive the template after you make the purchase. There is no subscription or recurring payments. For more information please click here .

Carlo H – April 14, 2021

I was searching an automated staff schedule roster for 24 people that covers 24 hours 7 day a week operation and download this template. It is quite useful but what I’ve found more useful is to create a custom shift for part time employees. thanks for that.

Asadullah Rafi – December 28, 2020

Hi, I have downloaded your rota template. Wanted to customize it to my need. For example the monthly rotation schedule you have in place i want that for the weekly rotation schedule.

Secondly, I want the system to do automatic rotation of rota schedule weekly according to the employees availability.

They have morning shifts, night shifts and sleep in. Each is 12 hour shift. Kindly get in touch.

Someka – December 29, 2020

Hi Asadullah,

First of all, thanks a lot for your interest!

You can also use the monthly rotation schedule for your weekly one. You do not have to fill the total month completely, it is entirely up to you to fill the amount ( it will be a week in your case ) you need.

However, it is not possible to calculate the rotation automatically with our template. You have to fill in the necessary information and do the selections on the top (work, off, start) and even create a custom schedule for your employees. We have already prepared a product video to show how you can do it, please do not forget to watch.

If you needed, we have also a customization process to readjust the template according to your expectations.

Hope that helps!

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Only verified users who have downloaded and used the template may leave a review.

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How to create a rotating schedule [Examples + Benefits]

By Staff Report

Jul. 26, 2022

A rotating schedule is a schedule that gives employees the opportunity to work various shifts.

There are various types of rotating schedules. these include the dupont, pitman, 24-48, and 4-3 schedules., rotating schedules are complex and pose some risks, including a lack of consistency, health risks to employees, and more complicated scheduling..

Considering a rotating schedule? Not sure what the options are, or what the benefits even entail?

Rotating schedules aren’t for everyone, but if implemented correctly and in the right context, they can be tremendously effective.

There are various options to choose from, and picking the one that’s right for your business is key to boosting productivity and revenue without placing an unfair burden on employees.

What is a rotating schedule?

A rotating schedule is one where your employees work different shifts across different scheduling cycles.

For example, in a given two-week scheduling cycle, an employee might work day shifts during the first week and night shifts during the second week. Assuming you have only two shifts per day, the employee might work both day and night shifts during the two weeks.

Approximately 2.4% of U.S. employees work rotating schedules. The numbers are higher for employees in the wholesale, retail, leisure, and hospitality sectors, with approximately 5% of employees working rotating shift schedules in these industries.

Types of rotating schedules

There are several different types of rotating schedule templates.

The DuPont schedule is used by businesses that need 24/7 coverage . There are two 12-hour shifts spread among four teams. Each team works four nights in a row, followed by three consecutive days off, then they work three day shifts, followed by just one day off, and end the rotation working four nights. Finally, the fourth week gives seven full days off before the whole cycle starts again.

The DuPont shift schedule is popular within the industrial and manufacturing sectors. It has benefits and drawbacks for employees. Workers get a full week break, often called a long change or long break, within each 28-day rotation, which is often appealing. However, the limited recovery time between day and night shifts makes it difficult for workers to adjust, and they may struggle with disrupted sleep schedules as a result .

The Pitman shift schedule, also called the 2-3-2 schedule, is similar to the DuPont, with four teams working two 12-hour shifts over a two-week cycle. The advantage of the Pitman schedule is it ensures workers get time for recuperation between shift cycles. They don’t work more than three days in a row, and they get alternating weekends off. Within a given two-week cycle, employees work two days followed by two days off, work three days followed by another two days off, and then work two days followed by three days off.

Employees work a full 24 hours, and then they take a full 48 hours off. This schedule works on a three-day cycle and requires three teams for it to make sense. Every employee works an average of 56 hours per week. This schedule is common in nursing and emergency services and is usually intended to reduce the number of shift changes that occur on schedules – a variable that is best minimized in these particular industries. Employees work only three days per week, but they’ll work 24-hour shifts, which can be exhausting.

This schedule splits employees into groups of six in order to provide 24/7 coverage. Each team shuffles the 8-hour shift they’re working. For example, someone on this schedule would work four days on the 6 a.m. – 2 p.m. morning shift, have three days off, work four days on the 2 p.m. – 10 p.m. afternoon shift, have three days off, then work four days on the 10 p.m. – 6 a.m. overnight shift and have three days off.

The advantage of this schedule is that staff works shorter weeks consisting of only four eight-hour days and has time to adjust their sleeping schedule before the next shift starts. However, the 4-3 shift pattern may not be the best option if employees don’t want to work weekends. Depending on how the rotating schedule falls, teams will work three consecutive weekends before having one weekend off.

The benefits of using rotating schedules

Nearly 51% of employees in jobs with rotating schedules have stuck to their jobs for three years or more. Clearly, rotating schedules offer benefits that employees are willing to stick around for.

Some of these benefits of rotating shifts include:

Gives employees more exposure to different teammates and shifts

Businesses that use rotating shifts help employees get a complete picture of operations at different hours and on different days. This can help in training employees holistically, as they know what to do on different shifts, and can strengthen your team since employees get the chance to work with different teammates.

Provides equal opportunities to earn

In the restaurant industry, for example, evening shifts might be more lucrative in terms of tips than day shifts. Through rotating schedules, all employees get the chance to work during peak hours of demand, increasing their exposure to tips .

Provides flexibility and reduces burnout

Rotating shift schedules may improve work-life balance by giving employees time to get personal things done and recover from stress. For instance, the DuPont schedule includes seven days off for every 28-day cycle. Employees may also have time for running errands outside of normal working hours since they work across different days/time slots.

Whitepaper: How to Reduce Burnout of Hourly Employees

The challenges of implementing rotating schedules

Sixty percent of workers on a weekly rotating schedule said they’d rather work another schedule, showing their dissatisfaction with weekly rotating schedules. Some challenges associated with rotating schedules include:

Lack of consistency

Employees may not like the idea of rotating shift work. Some people like the consistency of fixed shifts and predictable work hours, and the rotating schedule may not allow for this. If a business is to deploy a rotating schedule, it’s essential to give employees notice of their shifts far enough in advance. Typically, at least two weeks is standard practice in a fair workplace – any less tends to harm employee retention.

Webinar: How to Retain Hourly Employees

Health risks

Working a day shift one week and then working a night shift the next week may disrupt the body’s natural clock (aka Circadian rhythm) and pose a risk to the employee’s health. According to a study by researchers at Huazhong University of Science and Technology, “people who rotate their shifts have a 42% increased risk for type 2 diabetes.” Canadian OSH identifies common medical issues in shift workers that include disrupted circadian rhythms, sleep disorders, gastrointestinal issues, cardiovascular disorders, and general exacerbation of existing health problems. There is also a documented association with increased cancer risk, which is still being studied.

More complex scheduling

There’s a lot going on with rotating schedules, especially since you have several things to manage, like creating teams, designing work schedules, and making changes to the schedule. Scheduling can take hours from your day , so you’ll benefit from the support of sophisticated employee scheduling software .

Steps to creating a rotating schedule

Creating a rotating schedule requires a step-by step-approach:

1. Divide the entire workday into shifts

To create a rotating schedule, you must create time slots or shifts that you can rotate employees through. Start by dividing the entire workday into shifts. For example, if your office is open 16 hours a day, you could consider setting up two eight-hour shifts.

2. Determine the employee coverage needed

Determine what skills you need for each shift and how many employees you need to provide full coverage for the shift. Sometimes you may require a different combination of skills or more employees to fill shifts. Alternatively, some shifts may require a specific skill set that only some people are trained for. Labor forecasting software can help you collect predictive data on sales, foot traffic, weather, and other factors that can determine upcoming demand and help you match your staffing levels accordingly.

3. Create teams*

You can create teams of employees, depending on how many people you need to cover each shift. If shifts require only one employee, though, you need not create teams. By creating teams , you’ll be able to rotate them through different shifts. Teams are great if you want the same employees working together. You can also switch teams up if you want different people working together. Creating teams is a skill in itself, as you might want to lump together people with complementary skills, differing levels of seniority, and different responsibilities.

*Note that in a union workplace, teams may be allocated by contractual obligation rather than by the company.

4. Design the rotation

Build your shift rotation based on the needs of your business. You may find that one of the examples above — DuPont, Pitman, 24/48, or 4-3 — works perfectly for you, or you might design an alternative specifically for your business. You’ll need to account for full-time and part-time employees’ hours and ensure coverage of all the positions needed for each shift.

You could rotate schedules within a week, have employees change shifts after a few weeks, or alternate weekends. You could also experiment with employee cohorts, putting part of your workforce on a fixed schedule and the other on a rotating schedule to see which one performs best for your company. Auto-scheduling software  can easily populate your schedule once your rotation is designed, automatically accounting for hourly rates, staff qualifications, and availability.

5. Monitor and adjust

Your rotating schedule needs to be easily accessible and editable in order to account for irregularities and last-minute changes. Call-outs, shift swaps , and time off requests are all expected and are part of a regular workforce. Having schedules easily available digitally via a website or app will make it easier to account for unexpected changes.

It’ll be helpful to use software to track attendance so you can fill open shifts promptly when no-shows or emergencies occur. Look for tools that give your employees the ability to easily manage their own schedules by shift-swapping and give you visibility so you can see and approve shift changes easily.

Choose the rotation that suits your business

Try out different combinations of rotation schedules to balance your employee and business needs. Give as much notice to your employees as possible before you set your rotating schedule, so employees get plenty of time to adapt to it, and your rotating schedule system is ultimately successful.

Find out more about how to create rotating schedules by contacting us today , or try your hand at creating one right now with a free trial .

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Schedule Rotation Generator + FREE Template

• Written by: Rinaily Bonifacio
• Last updated: 13 March 2024

In this guide, we take a closer look at schedule rotation generators, offering an overview of their mechanism, uses and provide you with a free template by vertex42.com

Table of contents

What is a schedule rotation generator?

Types of rotation schedule:, use of the rotating shift schedule generator, benefits of the the rotating shift schedule generator, how is schedule rotation decided, challenges of a rotation schedule.

A schedule rotation generator is a tool used to automate the creation of schedule rotations for teams, such as those in an office environment.

It allows users to set up repeating schedule patterns and assign tasks or responsibilities to individuals or groups over a certain period of time.

This allows organizations to ensure that duties are spread evenly and fairly among all members of the team, reducing fatigue and burnout from taking on too much workload at once.

This type of automated scheduling solution can help improve productivity and make it easier for managers to assign work efficiently.

Additionally, schedule rotation generators can be used to reduce labor costs by reducing staff overtime while simultaneously meeting staffing needs.

Ultimately, schedule rotation generators provide employers with an efficient way to keep their workforce organized and productive.

Get your free work rotation schedule

Different types of rotation schedules are popular and the need in modern business.

2 Shift pattern

The 2 shift pattern allows staff to work a nine-hour day, Monday through Friday. This includes morning shifts between 6 am and 2 pm and afternoon stints from 2 pm until 10 pm. Typically, workers will swap their schedule once weekly for a variety of hours worked each week.

Night shifts

Although a night shift is unpopular among staff, some still prefer it. If you own an enterprise that is open 24/7, then utilizing the graveyard shift cannot be avoided. Most companies alternate between night and day shifts to ensure fairness and provide employees with rest periods.

4 on 4 off shift

Many companies favor the 4 on, 4 off shift pattern, which entails employees working four 12-hour days in a row and having four days off afterward before they return for another series of 4 working days.

The timing of shifts can differ depending on what is necessary, with businesses regularly rotating staff between day/evening hours. Emergency services especially embrace this arrangement since it allows them to offer consistent cover throughout the 24 hours.

Rotating shifts

Nowadays, rotating schedules are the norm and come in various patterns. People believe that they are better than a fixed schedule or fixed shifts . Typically, the model includes several timetables over distinct periods. This approach is advantageous for businesses whose workload fluctuates from week to week.

The rotating shift schedule generator allows you to create and manage these schedules. With this powerful tool, you can ensure that your organization runs smoothly and efficiently.

Useful Read:  The 4-day work week schedule - An Implementation  Guide

The rotating shift schedule generator can be used in any workplace, from retail stores and restaurants to manufacturing plants and hospitals.

• Employee's shifting : It's an ideal tool for organizations that must manage a rotating schedule, as it allows you to quickly and accurately set up shifts for all the employees.
• Customized schedules : You can quickly and accurately create schedules with the generator. You'll be able to customize your schedule however you like, from assigning different shifts to specific employees or groups of employees to setting up a rotation that cycles through the entire team.
• Flexible schedules:  The generator allows you to adjust and optimize schedules as needed. You'll be able to quickly make changes based on employee availability, customer demand, or other factors.
• Efficient work environment:  With the rotating shift schedule generator, you can easily streamline your scheduling process and create a more efficient work environment .

Start using the rotating shift schedule generator today to create an efficient and organized work environment that increases productivity and morale.

The rotating shift schedule generator offers numerous benefits, including:

• Increased accuracy:  With this generator, you can create custom shift schedules with ease and confidence.
• Improved efficiency:   Thanks to the automated process, you can schedule a shift in minutes.
• Greater visibility:  You'll get a bird's-eye view of your entire workforce, enabling you to make better decisions about staffing.
• Increased collaboration: You'll be able to easily share your shift schedules with employees, allowing them to plan and coordinate their work/life balance .
• Increased productivity:  With an optimized shift schedule, you'll be able to get more work done in less time.
• Improved morale:   Employees will appreciate the accuracy and visibility of their work schedules , leading to greate r job satisfaction .
• Time management:  This tool reduces the time and energy spent manually creating schedules.
• Adaptable scheduling:   With the generator, you'll be able to adjust schedules as needed quickly.

With the rotating shift schedule generator, you can easily control your work schedules and ensure that all shifts are filled. It's the perfect tool for busy workplaces that want to save time and energy without sacrificing accuracy.

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• Clear time-tracking
• Simple absence management

Generally, the schedule rotations are based on key factors such as employee skill levels, references, and availability. Schedule rotation also considers the job's demands, such as customer service needs or production deadlines.

Moreover, the organization may use a rotation system based on seniority or the number of hours employees are willing to work.

Skill level

When creating the shift schedule, it is essential to consider employee skill levels. You can create a productive and efficient work environment by ensuring that employees are placed in the right positions.

If an employee has worked in the past and has good references, it may be beneficial to put them in a position where they can be successful.

Availability

It is important to consider employee availability when creating the shift schedule. It is important to ensure that all employees can work the shifts they need and that there is enough coverage for each shift.

Job demands

The job demands should also be considered when creating the shift schedule. Some jobs may require more employees during certain times of the day, such as customer service positions. This should be taken into account when creating the schedule.

Seniority is also a factor when creating the shift schedule. Generally, employees with more experience should be given more responsibilities and placed in positions where they can be successful.

Finally, the number of hours an employee is willing to work should be considered when creating the shift schedule. This will ensure that all shifts are filled and that employees have enough time off to rest and recharge.

Hence, with the rotating shift schedule generator, you can easily manage your work schedules and create a productive and efficient work environment.

Despite the apparent advantages of a rotating schedule, this work arrangement can be quite challenging for employers and employees.

Need for frequent adjustments

The most common challenge of a rotation schedule is the need for frequent adjustments. It can be difficult to keep up with all the changes and ensure that every employee gets the right rest and hours worked.

Decreased productivity levels

Employees working on a rotating schedule often experience lower productivity levels, as they are more likely to be fatigued and sleep-deprived. This can hurt the organization's overall performance.

Lack of job security

Although rotational shifts are attractive to many employees, they often lack the sense of job security that comes with having a regular 9-5 job. This can be difficult for some employees and make it hard to plan life outside work.

Health problems

Working in a rotational shift schedule can also lead to health problems. Employees often have trouble adjusting to the changing hours and lack of sleep. This can lead to depression, insomnia, and other health problems.

Complicated scheduling

Creating and managing a rotational schedule can be complicated, especially for larger businesses. It's important to ensure that every employee works the right shift for their needs and abilities.

It is important to use a powerful tool like the schedule rotation generator to help make the process of creating and managing rotating shift schedules easier. With this tool, you can ensure that your staff is adequately rested and productive while still providing them with job security.

The right tool can make creating and managing a rotational schedule much easier. With the help of a rotating shift schedule generator, you can easily create and manage your work schedules.

This will ensure more consistent coverage and happy employees who can better meet their needs and remain productive. The rotating shift schedule generator is the perfect tool for businesses of all sizes to ensure that their staff is adequately rested and productive.

Written by:

Rinaily Bonifacio

Rinaily is a renowned expert in the field of human resources with years of industry experience. With a passion for writing high-quality HR content, Rinaily brings a unique perspective to the challenges and opportunities of the modern workplace. As an experienced HR professional and content writer, She has contributed to leading publications in the field of HR.

Please note that the information on our website is intended for general informational purposes and not as binding advice. The information on our website cannot be considered a substitute for legal and binding advice for any specific situation. While we strive to provide up-to-date and accurate information, we do not guarantee the accuracy, completeness and timeliness of the information on our website for any purpose. We are not liable for any damage or loss arising from the use of the information on our website.

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A complete guide to rotating work schedules for small businesses

As a manager of a small business with hourly employees and long shifts, you may want to rotate work schedules to ensure that you always have enough staff to cover all your hours of operation.

But rotating schedules can be difficult to organize, and present serious challenges if not managed well. Staff can become disillusioned, tired, and frustrated, and you risk no-shows and poor results

By getting on top of your rotating work schedules, you can increase productivity, improve work-life balance, and reduce burnout.

That’s why, in this post we explain:

• The most common types of rotating work schedules
• The main advantages of rotating work schedules
• Some of the challenges that rotating work schedules can present
• How to create a rotating work schedule, and how Homebase can make it much easier compared to doing it all manually

Best practice tips for managing a rotating work schedule

Optimize your schedule and keep your team in sync with Homebase.

Types of rotating work schedules

A rotating work schedule is as it sounds: a schedule where shifts rotate (change), so that team members don’t always do the same shift over and over. For example, the same workers don’t always do the morning shift or the evening shift, but rotate between them.

There are a lot of different types of rotating work systems, but these are some of the most common examples.

Continuous rotation

A continuous rotating system means that workers rotate shifts in a continuous loop. For example, one day they work in the morning, the next day in the afternoon, and the following day in the evening, before starting again.

Backward rotation

A backward rotation schedule is when later shifts are followed by earlier shifts (moving backward in time). For example, if you have a period of working night shifts or afternoon shifts, this will be followed by morning shifts.

Forward rotation

A forward rotation schedule is when earlier shifts are followed by later shifts (moving forward in time). For example, if you have a period of working morning shifts or afternoon shifts, this will be followed by afternoon or evening shifts.

Oscillating rotation

An oscillating rotation pattern is when employees rotate back and forth between shifts, for example, they might work mornings for a while, and then change back to afternoons. If you have three shift periods, the third shift usually remains fixed.

For example, a team member always works the morning shift, but then switches (oscillates) backward and forward between afternoon and evening shifts after that.

Skip rotation

In a skip rotation system, a worker will do a block of the same shift, take days off, and then come back to do a block of another shift. For example, a team member could do a week of morning shifts, take two days off, and then return for a week of afternoon shifts.

Advantages of rotating work schedules

Rotating work schedules offer some major advantages for both employers and team members.

Increased productivity

Changing up employees’ shifts can help to boost variety and therefore productivity, as team members are not always working the same hours, with the same tasks or challenges. This can help prevent boredom, complacency, and disillusion among staff.

Similarly, changing up the staff ‘on duty’ means that different skills are brought to each shift and balanced between work hours. So it’s not always the same person, doing the same things, with the same skills.

This can bring variety and freshness to the job, boosting productivity and improving outcomes.

Perceived as fairer

For example, some industries pay staff differently for different shifts, or require more difficult work at certain hours. This happens in restaurants, where people who work in the evening get more tips, or a coffee shop where the toughest shift is the early morning rush.

In this instance, working different shifts means each worker has an equal chance overall of earning tips, or not always working the hardest.

Better work-life balance

Team members who work rotating shifts may experience a better work-life balance, because they are not always ‘unavailable’ for their life outside of work at the same hours.

For example, when they‘re working the evening shift, they can spend more time during the day with their kids, or head to an afternoon gym class. And when they’re working the morning shift, they’ll have more time to spend with friends in the evenings, or put their kids to bed, for example.

This variety may suit some workers better than others, depending on their needs outside of the workplace.

Reduced burnout

A better work-life balance can help reduce burnout and mean that workers are less likely to get sick or need time off work overall.

Offering workers different shifts can give them much-needed variety and mean that they don’t always have to commit to working at the same time, on the same days.

This can give them flexibility to pursue interests or side-hustles outside of their shifts, or simply give them time to rest, boosting satisfaction and energy.

Challenges of rotating work schedules

However, rotating schedules can present some challenges if not managed well.

Constantly changing shifts can be tiring for staff, who may struggle to get a consistent sleep pattern in place when their hours are changing — especially from night shifts to morning shifts or vice versa. This can cause fatigue and even mean that employees turn up late to their shift, as they struggle to adapt.

Working evening and night shifts also contributes to a range of health problems , including insomnia, heart complaints, and digestive issues, because they conflict with people’s 24-hour ‘internal clocks’ and circadian rhythms (the way that the body keeps time, and wakes up with the sun, for example).

Lack of stability

One of the most obvious challenges of rotating work schedules is the lack of stability and constant change that it presents to workers.

While some workers may welcome the variety, others may find it stressful, and want consistent working patterns so they can organize activities outside of work, like evening classes.

This constant change, especially if it happens without much warning, can become difficult for workers who need a more predictable or consistent schedule.

Lack of productivity or quality

Assigning workers rotating shifts without much thought for the balance of the team, or the skills of those assigned, can mean that productivity and quality vary considerably between shifts.

Similarly, if the workload differs a lot between shifts, like when there’s more work to do in the morning than the afternoon, this can affect quality and productivity too. The best rotating schedules will take all of this into account, to avoid peaks and dips in output and skillsets between shifts.

Decreased morale

Some staff may experience dropping morale as a result of rotating work shifts due to the uncertainty, fatigue, and constant change it can bring.

If workers feel as though their shifts are constantly changing, especially without much predictability or warning, they may feel as though their employer doesn’t respect or care about them, and become disillusioned.

How to create a rotating work schedule

At its most basic, creating a rotating work schedule is fairly simple. Find out when each of your team members is available, and put them into groups by shift (for example, put them into groups according to when they work, e.g. morning, afternoon, or evening). Then, assign them to one of the three shifts, taking into account their role, skills, and availability.

However, doing this manually can quickly get complicated, especially if there are a lot of different roles or experience levels, changing availability, PTO, and sick days; and you have a lot of staff to assign quickly.

Homebase can make this much easier, by automatically populating a schedule for you based on your rotation pattern, employee roles, and availability. You can also create a template based on a schedule that worked well once, and repeat it, so you don’t have to build each schedule from scratch every time.

Here’s how you do it.

First, set up your ‘perfect’ schedule, based on the rotating pattern you choose.

• In your Homebase dashboard, hit Schedule . This is on the left-hand sidebar.

• Under Departments/Roles , you can assign the staff you need across your business for each shift. For example, in a restaurant, in the Back of House you may need a Cook and a Prep worker. In Front of House, you need a Cashier and a Server. This ensures that you always have the right staff available for each new shift (so, for example, you don’t end up with two Servers and no Cooks, when you need one of each.)
• Then assign staff to each day or hour, rotating their shifts on a daily, weekly, or bi-weekly basis (depending on the pattern you choose). You can toggle between views so you can get more detail on each week or day, by hitting the Day / Week / Month dropdown at the top of the screen. To assign a team member, click on the day or hour you want to give them, on the line where their name appears to the left of the screen (see the image below).

Once you’re happy with your schedule, you can then copy it as a template so you never have to start with a blank page again. You can then use your template as a base, and switch out team members depending on their changing availability.

• To create a template of your current schedule screen , click the Tools button with the spanner icon, in the top right-hand corner.
• Click Templates (see the image below.) Then give the current view a name, and hit Create . This will make a template out of your current view, so you can refer back to it and use it to build another schedule.

You can also copy the current view to another date if you want to repeat a week’s shift schedule for two weeks or a month in a row, for example.

• To copy one week’s schedule to the next , hit the Copy button in the top right-hand corner.
• Then choose the dates that you want to copy the current view to (see the image below.)

Once you’re happy with your schedule, hit Publish in the top right corner.

In Settings (on the left-hand sidebar), you can toggle how you want your schedule to be sent to team members, as well as other parameters.

For example, under Schedule Enforcement , you can choose the day that your work week starts, and the hours you want to have available for scheduling.

Under Alerts & Permissions , you can choose to Text the schedule to employees (see the image below). This is a major advantage of using Homebase, because staff receive a notification about a change to the schedule via their smartphone.

This makes it easier for staff, as it reduces the chance that they won’t see changes in time, and they don’t have to check a piece of paper physically to know when they’re scheduled to work.

It also saves managers major time and stress because they know that every team member has received an alert about a new schedule, and they don’t have to worry about printing out a new calendar or manually letting everyone know every time there’s a change.

When managing a rotating work schedule, we recommend keeping the following tips in mind for a happier and more productive workforce.

Continuously manage employee availability

Rotating shift schedules work best when you assign times to employees who are not only available to work then, but also happy to do so.

Of course, as a business, you’ll sometimes have to ask a team member to work at a time when they’d prefer not to — maybe everyone wants to work mornings. But keeping availability and preference in mind is key to a happier and more productive workforce. It also keeps scheduling problems to a minimum.

By ensuring that you’re always aware of factors like PTO, sick leave, other commitments, or anything else that could impact availability, you’ll keep staff happier and have fewer no-shows or last-minute changes.

Homebase’s scheduling tool makes it really easy to manage availability, as staff can submit their availability via the app (and you can approve it there too). The tool will also alert you if you try to schedule a team member at a time when they’re not available, so there’s no risk of clashes.

Finetune your communication and feedback processes

One way of ensuring staff preferences and availability for scheduling is to maintain excellent communication and feedback processes among your team.

Work to implement a culture of open communication, where staff feel comfortable letting you know their availability, what’s working, and what isn’t. You could have a system where staff communicate their availability in advance, but feel comfortable letting you know if that changes.

You can also encourage autonomy among your workforce by encouraging open and friendly communication between colleagues. That way, staff share knowledge between shifts to maximize productivity and handovers.

A platform like Homebase makes transparent team communication between workers and managers easy, and emphasizes a culture of transparent and professional messaging.

The Homebase app is specially designed for easy communication between managers and staff, and lets them chat among themselves too, all within the same platform. You can share information about shifts, send documents, and alert them to schedule changes instantly.

They can switch shifts between themselves, and managers can choose whether to require approval or not without the Homebase dashboard.

You can also do things like create groups, for example, for everyone working a particular shift, so you can send messages to the entire on-duty team in one go.

Stay flexible and keep an open mind

Whichever rotating shift schedule you choose, you’ll likely have very good reasons for doing so. However, when it comes to scheduling staff, it’s always a good idea to stay flexible and keep an open mind (because everyone knows what they say about the best-laid plans).

Stay compassionate and open to changing availability, and don’t assign staff to work at times that really don’t work for them. Doing so will cause disillusion, and risks more no-shows and workforce churn.

Using a communication platform like Homebase can make this easier, because staff can organize themselves and switch shifts with minimal input from managers. This gives them flexibility without requiring you to plan out a whole new schedule.

It’s easy to change shifts in the Homebase platform, as you can do the whole thing digitally on the calendar dashboard, and push alerts and changes to staff via text or app.

Keep shifts as predictable as possible and plan ahead

Scheduling shifts in advance will be popular with your workforce as they’ll be able to plan ahead and figure out other commitments in their life.

This will improve morale, as staff will feel that you’re respecting their time and needs outside of work. For example, a restaurant worker may find it easier to psych themselves up to be productive and alert on a long night shift, because they know that they have PTO and daytime shifts lined up for next week.

You’ll also improve productivity and ease scheduling issues, as giving people time to plan ahead increases the chance of everyone turning up to their shifts.

It’s simple to let staff know their schedule in the Homebase app , as they can see a calendar view of their upcoming shifts. You can also toggle between letting them see everyone’s shifts, or only letting them see their own schedule.

Consider your rotation rate

It may be easier for your team to adapt to changing shifts if you slow down the rotation periods, or change them up depending on staff demand. Rather than rotating over a period of 24 hours (so staff shifts change every day) you could rotate over a period of a week, fortnight, or month.

This will depend on your industry, and the availability and preferences of your staff. But slowing down your rotation rate could help reduce burnout and fatigue, so it may be the right choice for you.

Rotating work schedules for success

Rotating work schedules is a tried and true method of assigning team members to shifts. It makes sure their hours align with their availability, and you have the team you need when you need it.

But it can be tough deciding on the type of rotation schedule, and ensuring you get the best of the benefits without the worst of the challenges.

Homebase can make the entire process much easier compared to scheduling manually using pen or paper or juggling spreadsheets. It lets you automatically factor in staff availability, PTO, and staff roles.

It highlights clashes, and you can copy schedules from week to week so you can plan schedules well in advance — saving you time and stress, and alerting team members early. So you can rotate staff schedules with success.

Remember:  This is not legal advice. If you have questions about your particular situation, please consult a lawyer, CPA, or other appropriate professional advisor or agency.

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Rotation Schedule Templates

Rotation Schedule templates enable you to create a resource plan for a unit or department. You can then apply the Rotation Schedule for various periods, for example, for one or more specific days or for a date range.

You can create and edit Rotation Schedule templates to reflect your regular, repeating work requirements by defining one or more rows for the job positions you require. You can assign employees temporarily or permanently to the job position rows.

You can create multiple Rotation Schedule templates to match your workload to deploy based on your location's needs. For example, you could create separate Rotation Schedule templates for a High Volume Day, a Medium Volume Day, and a Low Volume Day to match the workload on those types of days.

From the Rotation Schedule tile on the home page, you can create and manage Rotation Schedule templates.

In the Rotation Schedule tile on the Home page, click Open Template List . The Rotation Schedule page displays a list of existing templates.

You can perform the following actions:

• Filter the template list : You can filter the list by columns, by as of date, or by location. To filter by columns, click Filter to the right of the column headings, then enter filter criteria in the text box for the columns you want to filter.
• Create a new template : Click Create . For more information, see Rotation Schedule Templates .
• Duplicate a template : Select a template in the list and click Duplicate . Change the properties of the template as needed, including entering a new Name. Information specified in the rows from the original template is retained; you can modify as needed.
• Edit a template : Select a template in the list and click Edit . You cannot edit the Template Name, Rotation Length, Anchor Date, or Location. You can edit rows, shifts, job assignments, and so on.
• Delete a template : Select a template in the list and click Delete . Click Yes in the warning message.
• View published templates : Click Calendar View to visualize in a Gantt view chart format when the published rotation templates are deployed. For more information, see View published Rotation Schedules .
• Import a template : Click Import to import an external rotation schedule template (.xlsx) file. For more information, see Import and export templates .

The Rotation Schedule Template page is used to configure your templates.

You can control how information is displayed in the template. In the column header for the job position rows:

• Click Column Display to select which configured columns you want to display.
• Select Expand to show all the available columns, or Collapse to hide them.
• To change the width of a column, drag the edge of the column header. You may need to scroll to see all the column data.

To return to the Rotation Schedule page with the list of all templates, click Back to List .

You can create a Rotation Schedule template based on the needs of your location or group of locations. Each row in the template represents a position with a job assignment, position characteristics, and a Rotation Schedule (a series of shifts scheduled for the rotation). One row is similar to a schedule pattern, and the Rotation Schedule is a collection of schedule patterns.

• In the Rotation Schedule tile, click Open Template List to display the Rotation Schedule page.
• Click Create .
• Enter a Name and optionally a Description for the template.
• Select the Anchor Date .
• In Rotation Length , specify how often you want the pattern to repeat, in Days or Weeks . For example, you may want to specify a rotation length of 1 Day or 3 Weeks .

The maximum rotation length is 1100 days or 160 weeks.

• Specify the number of Rows in the template. The number of rows corresponds to the number of positions you need to ensure coverage in your unit or department. For example, if your department needs 5 full-time positions and 2 part-time positions, enter 7 . You can specify a maximum of 250 rows.
• Select the Location where the template will be used.
• Click Create . The new template displays on the Rotation Schedule Template page, where you can configure the template.

You can create new shift types or import existing ones from the system. Shift types are the same as shift templates in the system.

• In the Rotation Schedule Template, click Define Shift Types .
• Enter a Shift Name and optionally a Description .
• Enter the number of Productive Shift Hours for the shift.
• Select the shift segment Type , then specify the Start day , Start Time , End day , and End Time of the shift.
• (Optional) In the Tags column, select a tag to add to the shift.
• (Optional) In the Transfer column, select a transfer to add to the shift.
• Click to add another row to the shift type.
• Click Save .
• Repeat the steps to create more shift types.
• Click to return to the Rotation Schedule Template.
• Click Import .
• Select a shift type in the list. Shift types are displayed in alphanumeric order.
• Repeat the steps to import more shift types.
• To edit a shift type, select it in the list, then click Edit .

Note: It is not recommended to edit shift types once they have been published. The changes may cause numerous synchronization issues that would need to be resolved.

• The maximum shift length is 7 days.
• For call-in transfers, you need to have the same transfer on all segments of the shift.
• To delete a shift type, select it in the list, then click Delete .

When creating a template, you can define the baseline workload based on Shift Types that are available for the template or based on Zone Sets to show the coverage need in a proportional manner.

Note: Zone Set information only displays if it has been defined in the system for the selected location. Zone Set workload is calculated in a proportional manner.

• In the Rotation Schedule Template, click the Workload tab at the bottom of the template.
• Click the Expand icon to expand the Workload tab.
• In Show , select either Shift Type , Zone Set , or Shift Types and Zone Set . Shift types are displayed in alphanumeric order.
• In Job , select the position you want to define the targets for, or select Total Jobs .
• Click Edit Target to define or make changes to the Workload.
• For each row, enter the target number of required shifts for each day using either of the following methods:
• Select a cell and enter the target value for the corresponding Shift Type or Zone Set for that day in the schedule.
• Right-click the cell you want to copy, click Copy Target , then select one or more cells, right-click and click Paste Target .
• Click Save.

You can move the data from the Workload tab to the Workload Planner in UKG Pro WFM . This enables you to share information between Rotation Schedule and the Workload Planner for the associated jobs, zones, and days, without having to enter the data separately in both places. The values for each job and the associated zone per day is moved from Rotation Schedule to the Plan column in the Workload Planner. The Rotation Schedule template does not have to be published in order to move the workload data.

A maximum of 12 weeks of data can be moved at a time. Any values that were previously in the Workload Planner are overwritten with the workload data moved from Rotation Schedule.

To successfully move the data from the Workload tab to the Workload Planner, the following values must match: 

• Location for the jobs

Note: Because the Workload Planner only saves whole numbers, any decimal values in the Workload data are rounded (either up or down) to the nearest integer. Rounding is only impacted by the first digit after the decimal. If that number is greater than or equal to 5, the decimals are dropped and the integer is increased by 1. If that number is less than 5, the decimals are dropped and the integer remains the same. For example, 1.46 is rounded down to 1, but 1.65 is rounded up to 2.

• Click Tap the Workload tab at the bottom of the Rotation Schedule template.
• In Job , either select a specific job to move the workload data for or select Total Jobs to move the workload data for all jobs.
• Click Tap Move Workload .
• Enter the From Date and To Date to specify the date range for which you want to move the data.

The data range cannot be longer than 12 weeks. To move the workload further out into the future, change the From Date value.

The workload data cannot be moved for dates in the past.

• Click Tap Move .
• Click Tap No if you want to fix the problems with the data before attempting to move the entire workload again.
• Click Tap Yes to ignore the mismatched information, and move the rest of the workload information to the Workload Planner. You will need to update the mismatched information manually.
• Go to the Workload Planner.
• Set the date range and location to the values for the workload data that you just moved. The moved data displays in the corresponding Plan columns.

Click Tap Audits to view changes to the Workload Planner data that resulted from moving the Workload, such as the old and new values, who made the changes, and when the changes were made.

• In the Rotation Schedule Template, add shifts to the job rows in the schedule by using one of the following methods. Click Save when finished.

Using Quick Actions:

• Click Tap Quick Actions and select Add Shift .
• Select a shift type from the list. The shift types are sorted based on the earliest start time of the shift type.
• In the schedule, select the days where you want to add this shift. You can select a day at a time or a range of days.

Shift types are color-coded based on the first letter of the shift label. All shifts starting with the letters A, D, E, and N display with a colored line in the Rotation Schedule:

• D (Day): Blue
• A (Afternoon): Yellow
• E (Evening): Green
• N (Night): Red

All other shifts starting with any other letter display with a black line.

• To add more shift types, repeat steps 2 through 4.
• Click Tap Quick Actions to disable it.

Using the Shift glance:

• Right-click in the cell where you want to add a shift.
• Click Add Shift in the glance.
• Select a shift template from the list. The shift types are sorted based on the earliest start time of the shift type.
• To copy and paste shifts:
• Select one or more shift cells from an existing row in the schedule, then right-click and select Copy Shift .
• Select where in the schedule you want the copied shifts, then right-click and select Paste Shift.
• To copy and paste rows:
• Right-click the row you want to copy and select Copy Row .
• Right-click where you want to copy the row and select Paste Row .
• To remove a shift, right-click the cell for the shift you want to remove, and select Remove Shift.

You can assign employees to the positions in the rotation schedule. Any job rows that do not have an assigned employee display as open shifts in the Schedule Planner when the Rotation Schedule template is published.

• In the Rotation Schedule Template, right-click the row for the job you want to assign.
• Click Assign .
• In Assign Employee, select the From date for the assignment and click Select owner .

The employees you can assign are only those employees that can work this job. The first group of employees in the list have this job as their primary job. The second group of employees displays below the horizontal bar and are employees that have this job as part of their Job Transfer set.

• Select the employee, then click Assign .

If you need to add more details to a template, you can modify a new template or an existing template. You can only edit a template that has not been published. To edit a published template, first unpublish it and then make your changes.

• To edit an existing template: From the Rotation Schedule page, select the template you want to edit and click Edit .
• Click Edit Details to modify the template properties, such as Name and Description.
• To add another row to the template, select a row and click Insert Row . A new row is added below the selected row.
• Edit Row : Select the job for the row, along with other details. Click Previous or Next to copy the row's details to the previous or next row. Click Apply to save.
• Assign : Assigns an employee to a job position. In Assign Employee, select the start date in From , and optionally select the end date in To , for the assignment. Click Select owner , select the employee, then click Assign .
• Reassign : Assigns a different employee to the job position. Click Reassign , select an employee, then click Assign .
• Unassign : Temporarily unassigns an employee from the specified job position when they go on leave. You can optionally enter a specific date range for the employee to be unassigned. The days that the employee is unassigned for are grayed out in the rotation schedule.
• Insert Row at Cursor : Adds a new row after the selected row.
• Insert Row at End : Adds a row after the last row in the list.
• Delete Row : Select the row you want to remove, click Delete Row , then click Yes in the warning message.
• Copy Row : Select the row you want to copy, then click Copy Row .
• Paste Row : Pastes the copied row to the selected row.

The Publish functionality rolls out the Rotation Schedule template to the Schedule Planner so Schedulers can prepare the schedule for posting. Any positions without an assigned employee are created as appropriate open shifts in the schedule.

You can publish a template on multiple non-consecutive dates if desired.

To publish a template:

• On the Rotation Schedule Template page, click Publish .
• Specify the date range for when you want the Rotation Schedule published to the Schedule Planner.

In From Date , select the start date. In To Date , select the end date.

To add another date range, click Add Range , then specify the From Date and To Date .

• Click Publish .

In the Rotation Schedule Template, a calendar icon displays for each shift in the specified date range to indicate that the template is published.

• Open the Schedule Planner for the published date range, and click Refresh to view the rotation schedule.

You must post the schedule for employees to see their shifts.

When you unpublish a template, the scheduled shifts are removed in the Schedule Planner for the employees assigned in the template. Open shifts that are in the template are also removed in the Schedule Planner.

To unpublish a template:

• On the Rotation Schedule Template page, click Unpublish .

The shifts are removed from Schedule Planner and the calendar icon no longer displays on the shifts in the template.

The conflict check identifies duplicate or overlapping shifts that are assigned to the same employee in the same template or in any of the other Rotation Schedule templates. If conflicts are found, you can modify the template to resolve the conflicts.

• Open a Rotation Schedule template.
• Click Check Conflicts .

In the row # column, a red triangle displays in the upper-right corner to indicate that a conflict exists for the assigned employee. Red triangles also display in each cell in the schedule where there is a shift conflict.

• Click in the row #  column to display the Shift Conflicts page for the assigned employee.
• Select the template you want to modify, then click Edit .
• In the Rotation Schedule Template, select Quick Actions , select Delete Shift , then select the shifts you want to remove.

The Calendar View in the template list shows a visual depiction of when the published Rotation Schedule templates are deployed.

• On the Rotation Schedule page, click Calendar View .
• Select how you want to view the published Rotation Schedules, by Year , Month , or Week .

In the calendar, the Start date and End date is shown for each published template.

• To view earlier or later dates in the calendar, click Previous or Next . Click Today to view the published templates for the current day.
• Click Close .

Rotation Schedule templates can be exported to an Excel (.xlsx) file that includes all the template data organized in separate tabs ( Details , Work Plan , Shift Templates , Workload , and KPI ).

Likewise, rotation schedules that are created or modified externally in Excel (.xlsx) can be imported into the Rotation Schedule application.

• On the Rotation Schedule page, select the template and click Edit .
• On the Rotation Schedule Template page, click Export .
• In Select Rotation Length Date , select the date.
• If the selected date is before the anchor date, the initial rotation cycle is exported.
• If the selected date is after the anchor date, the rotation cycle which contains the selected date is exported.

The exported template contains only one rotation cycle (length) based on the selected start date. The appropriate dates are displayed in the Work Plan tab in the exported Excel file.

• Click Export.

A message displays that the exported template .xlsx file is downloaded automatically. You can also click the Exported Template File link in the message to download the file.

• Click Done.

To import a template: 

Note: Ensure that the file you are importing does not have the same file name or template name as an existing template. Otherwise, the import will fail.

• On the Rotation Schedule page, click Import .
• In Import Rotation Schedule Template, click Choose file to select the .xlsx file to import. The maximum file size is 5 MB.

The imported template is shown in the list of templates on the Rotation Schedule page.

Changes made to shifts in the Schedule Planner after a Rotation Schedule template is published are shown as exceptions in the template. You can accept or refuse the changes.

• In the Rotation Schedule template, click Synchronize .

A pencil icon displays in each day cell for shifts that were modified.

• Click in a cell to display information about the change made to the shift in the Schedule Planner.
• Click Apply to update the Rotation Schedule template with the change, or click Refuse to not update the template. If you do not update the template, you must manually update the information.

Note: If the shift change includes a job transfer on any segment of the shift, the Apply button is grayed out and you cannot apply the change to the template. Click Refuse .

The change to the shift is saved in the template as a new shift type.

You can view the KPI hours for the Year and for the Cycle (the rotation length). The values are shown in the Total Hours columns on the right side of the Rotation Schedule template. Select Expand to show all the available columns, or Collapse to hide them.

You can use this information to make modifications to the Rotation Schedule template. For example, if the FTE (calculated) hours in a job row is more than the FTE (targeted) hours, you can use this information to remove excess shifts for an employee to get the FTE values closer to the same value. Likewise, if FTE (calculated) hours is less than FTE (targeted) hours for an employee, you can use this information to add more shifts.

Free Daily Schedule Templates

By Kate Eby | May 12, 2016

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Use daily work schedule schedule templates to help get organized and manage your time. Use these templates to plan your day, make a to-do list, or make sure the kid’s homework is getting done. 

Included on this page, you’ll find a daily work schedule template , a blank daily planner template , a daily to-do list template , a daily task list template , and many more.

Daily Work Schedule Template

Download Daily Work Schedule Template

Excel | PDF |  Smartsheet

This daily work schedule template allows you to plan a single day by the hour, view a week at a glance, and add important notes. Keep your work day organized and plan ahead for important meetings, events and deadlines. Use the note section to keep track of priority tasks and important reminders. You can also share this template with employees or colleagues so they know your schedule and are able to work around it.

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Daily Log Template

Download Daily Log Schedule Template

Keep track of important appointments, meetings, and events with this daily log template. The template is designed in a simple format that’s easy to read, and you can schedule tasks by the half-hour. This log template is useful for planning ahead or creating a record of the day’s events.

Daily Schedule Template

Download Daily Schedule Template

This simple, blank schedule template allows you to plan each day to the half-hour as well as plan ahead for the week. Set the starting time and then organize your daily schedule with whatever activities you choose to include. This daily schedule template is appropriate for work, school, family activities or personal goals.

Printable Daily Planner Template

Download Printable Planner Template

This printable template has sections for appointments, important events, notes, and prioritized tasks to help you stay organized throughout a busy day — but don’t forget to schedule free time to make sure you get a break. Create your own planner and customize it to match your needs.

Daily To-Do List Template

Download Daily To-Do List Template

This daily to-do list template lets you assign a priority to each task. It also allows you to track progress for ongoing projects and assign due dates. The template is simple to use, straightforward, and offers flexibility. This is a to-do list with enough functionality to actually keep you organized, while still being easy to use.

Blank Daily Planner Template

Download Blank Daily Planner Template

With sections for prioritized tasks, appointments, important events, and notes, this daily planner template can help you stay organized throughout a busy day. Plus, if you schedule free time for yourself, you will be sure to actually get a break during your day. This free, printable template allows you to create your own planner and customize it to match your needs.

Daily Task List Template

Download Daily Task List Template

Plan your daily and weekly tasks with this free Excel template. Create a list of pending tasks and mark off those that have been completed. A visual calendar facilitates planning at a glance, and you can easily print the template for reference.

Daily Employee Schedule Template

Download Employee Schedule Template

Excel  |  Smartsheet

Create a detailed schedule for your employees while tracking work hours and labor costs. This employee schedule template shows each day of the week, so you can see an employee’s daily shifts while also reviewing the weekly schedule. Include vacation time and holidays for a comprehensive schedule. Both employees and business owners can benefit from this template.

Daily Shift Schedule Template

Download Shift Schedule Template

If your business involves daily employee rotation between different workstations, this shift schedule template can help keep everyone organized. Enter the tasks or work area to be assigned and then match the associated code with an employee. Each day is broken down hourly to make it clear when work assignments change mid-day. The template also tracks the number of hours worked for each employee and allows you to plan shifts for an entire week.

Daily Sales Report Template

Download Daily Sales Report Template - Excel

This free template is suitable for retail, restaurants, and other businesses that need to keep track of daily sales. This sales report template allows you to track inventory, view the total daily sales, and look up individual items that were sold. With this data on hand you can identify trends and monitor daily sales goals. 

Project Schedule Template

Download Project Schedule Template

Excel | PDF

Keep track of each phase of a project, mark milestones, and get a visual overview to share with others. This project schedule template would work well for a presentation and is suitable for any project timeline, whether for business or school. Project managers can use it to keep their team on task and create progress reports. This is a simple schedule template with an eye-catching design.

Daily Agenda Template

Download Daily Agenda Schedule Template

Plan your daily meetings with this simple template, which includes room to list members in attendance, outline a meeting agenda, take meeting notes, and track ongoing action items. This agenda template is a simple yet powerful tool for meeting planning and facilitation as well as communicating with attendees.

Daily Inspection Report Template

Download Daily Inspection Report Template

This daily inspection report template is intended for construction contractors. The template offers a straightforward layout and includes numerous important details, including weather conditions, the number and type of workers on site, delays, safety concerns, material shortages, and more. If you need to inspect additional factors, you can edit the template to meet your needs. There is also space for daily progress notes and a signature to verify the inspection.

Daily Hourly Schedule Template

Download Daily Hourly Schedule Template

Excel | Word | PDF | Smartsheet

Print or fill out this daily schedule, which is broken down into hourly blocks. Use it to manage your day and mark when each task is complete. Create one for each day of the week, or just for those extra-busy days.

Daily Checklist Template

Download Daily Checklist Template

Stay on top of your daily and weekly tasks with this checklist template. This template provides easy organization, and allows you to mark off items from the list as you complete the. Planning your to-dos for the week can help ensure you don’t take on too many tasks in one day, and that you keep your agenda manageable.

Class Schedule Template

Download Class Schedule Template

Students can keep track of their class schedule and other school activities with this free template. Once you add time to study or work on projects, the class schedule also works as a time management tool. If you’re a new college student, you’ll feel less overwhelmed knowing exactly when and where your classes occur on each day of the week.

Homework Schedule Template

Download Homework Schedule Template

Organize your homework assignments and study time for each class with this homework schedule template. Enter the start date, add your class names, and assign blocks of time for each homework-related activity. You can manage your daily homework while planning for the week and keeping track of deadlines.

Daily School Schedule Template

Download Daily School Schedule Template

Track your day-to-day class schedule, whether you are going to class or learning at home. The template includes sections to list to-dos, what to bring to class, and homework assignments, so you can keep organized and prepared.

House Cleaning Schedule Template

Download House Cleaning Schedule Template

Use this template to create a schedule to manage your housecleaning. Once you’ve assigned cleaning tasks for each day, print out and hang the schedule for reference. Some tasks may happen daily while others only need to be done once a month. This template can help you stay on schedule with housecleaning without trying to do too much in a single day.

How to Make a Daily Schedule

Once you’ve chosen the template that best suits your needs, you can adjust the design by changing colors and fonts or adding a logo, alter the format by removing unwanted sections or adding new ones, and save a blank copy for future use. If you’re creating an employee schedule, sales report, or other detailed report, you’ll need any relevant data on hand to fill in the template. You can also choose a simple checklist or calendar template to print and fill out by hand. 

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When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

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Job Rotation Plan Assignment Template

Author(s): Laura Ribadeneira

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It's important that the rotatee and their manager set clear expectations of the job rotation assignment upfront. Use the Job Rotation Plan Assignment Template to:

• Outline details of the job rotation assignment
• Record approvals

Use this template to finalize the job rotation assignment.

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Job Rotation Assignment Checklist

Define the basis to enable employees to self-ascertain suitability for the role applied to..

Job rotation is a technique to ensure that skills and talent that are critical to the organisation are not confined to only a few employees. Job rotation is a mutually beneficial program to employees as well as the organisation.

This data capture template is available for download in Excel format.

With this Job Rotation Assignment Checklist template you can:

• Encourage employee development in different tasks /skills /processes
• Give employees an opportunity to enhance their skill base
• Helps Company to create a durable workforce for any exigencies

In just a few minutes you will be able to go through all that you need to implement a job rotation checklist for your organisation:

• Consistent and standard template that covers crucial questions
• Covering skill development required for performing critical tasks
• Create client trust and confidence levels with job availability
• Avert any risks for both employee & organisation from execution point of view
• Ensuring talent pipeline for a strong workforce

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This page can be found on the web at the following url: https://www.pmf.gov/current-pmfs/training-and-development/rotational-opportunities.aspx

PMF - Presidential Management Fellows

The opportunity, become a pmf, current pmfs.

• Owning Your Experience
• Individual Development Plan

Rotational Opportunities

• Leadership Development Program
• Certification
• PMF Ambassadors
• Training and Development

Rotational opportunities are assignments often used to allow Fellows to gain a broader perspective of the Federal Government. These opportunities can take you to another bureau, division, office, or program within your agency, or even to another Federal agency. By participating in rotational opportunities, you can gain management experience, work in specific occupational fields, or learn about a program function from another perspective.

You are required to do at least one developmental assignment of 4-6 months in duration in the occupation or functional discipline in which you will most likely be placed, with full-time management and/or technical responsibilities consistent with your IDP (Individual Development Plan). A developmental assignment is a rotational opportunity, but not all rotational opportunities meet the criteria of the required developmental assignment. Please remember that you must complete at least one developmental assignment, meeting the above criteria, as part of the program requirements. Developmental assignments may or may not be continuous over the 4-6 months, but must be with the same hosting organization and scope of work.

NOTE:  Per the program regulations and guidance, the developmental assignment can only take place within your organization, agency, or another Federal agency (5 CFR 362.405(b)(4)(ii)); Federal agency is basically defined as those agencies within the Executive Branch and those agencies who participate in the PMF Program in the Legislative Branch. An agency does NOT need to formally participate in the PMF Program to host a PMF on a rotation.

The PMF regulations specify that in addition to the developmental assignment, you may receive other short-term rotations of 1 to 6 months in duration, at your appointing agency's discretion, to occupations or functional areas different from the one in which you will most likely be placed. Rotations and developmental assignments are grouped together as Rotational Opportunities when advertised for Fellows.

Because the agency and supervisor will be without your services during the rotational opportunity, but are still paying your salary and benefits, there may be times when the agency will deny or adjust your request regarding these opportunities. Some Fellows outside of the Washington, DC, metro area, may need to work with their agency or the hosting agency to determine who will cover any expenses (e.g., travel, per diem, attending training or conferences on behalf of the hosting agency, etc.). A Fellow having a change in temporary duty station would typically need to be on travel orders. Such Fellows should consult with their Supervisor, Agency PMF Coordinator, and the hosting agency's Agency PMF Coordinator. In addition, Fellows outside of the metro area may want to contact the Federal Executive Board (FEB) covering their region to see if it can assist with rotational opportunities at other agencies within the region. To identify FEBs and their regions, go to https://www.feb.gov . 

Rotational opportunities are at the discretion of your home agency, including any outside of your organization. Agencies may restrict such rotations within their agency. You are required to go through agency-specific procedures before pursuing them. More specifically, it is your responsibility to initiate the approval process, if required by the agency, before making contacts or agreements to go on rotational opportunities.

Some hosting agencies require a security clearance for the rotation. If a Fellow does not posses the needed security clearance, the hosting agency may cover any such costs associated and/or may be able to provide an interim clearance; this is solely at the hosting agency's discretion. Typically a Fellow's employing agency would not cover such costs and Fellows are not able to initiate or covers such costs themselves.

The PMF Program Office has developed a sample Memorandum of Understanding (MOU) template that Fellows and agencies may use. An MOU outlines the roles and responsibilities of all parties. The template is available under the Current PMFs\Resources  webpage. This sample PMF MOU may be used when performing a rotational opportunity at an agency other than your agency. This form should be tailored to meet the needs of the specific assignment.  You should consult with your supervisor and/or Agency PMF Coordinator for assistance and follow your agency's policies and procedures.

While some rotational opportunities are arranged by your agency, many Fellows take the initiative to identify opportunities they are particularly interested in. If an agency concludes that an optional short-term rotational opportunity to a non-Federal entity, or outside the Executive Branch, is appropriate to assist you to reach core competencies necessary for conversion to the target position at the end of your fellowship, it is the responsibility of the agency to address potential legal and ethical issues associated with such a rotation. 

The frequency and duration of rotational opportunities during a Fellow's two-year fellowship may vary greatly from agency to agency. You are encouraged to be flexible and to have reasonable expectations regarding the agency's support for the location, timing, and duration of a rotational opportunity. In general, a PMF would not be detailed to a position for which he/she is not qualified. For example, a PMF at the GS-11 level should be detailed to a position that provides work at the GS-11 level. A PMF could only do a rotation with work at a higher grade level if the PMF meets the qualification requirements for the higher grade level. There is no prohibition of detailing a PMF in a position with a full performance level of a GS-13 to a rotational position with a full performance level of a GS-14 if the PMF is given work at the appropriate grade level.

When appropriate, a Fellow may participate in a rotational opportunity in Congress; however, such opportunity must be with a congressional committee, which would prevent any potential conflict of interest and be bipartisan. Fellows should consult with their supervisor, Agency PMF Coordinator, and perhaps their General Counsel or Ethics Officer, for any agency-specific policies and procedures for such rotations.

The Intergovernmental Personnel Act Mobility Program provides for the temporary assignment of personnel between the Federal Government and state and local governments, colleges and universities, Indian tribal governments, federally funded research and development centers, and other eligible organizations. This may apply to the optional short-term rotations, not the required developmental assignment. Check with your Agency PMF Coordinator or HR Office for specific policies and procedures at your agency.

While on a rotational opportunity, you remain employed by your agency and are not to be separated from Federal service. While on the rotational opportunity, your salary and benefits continues to be paid by the appointing agency, although housing, transportation, training, or other expenses are sometimes paid by the agency hosting the Fellow for this period of time. Agencies that permit a Fellow to perform a rotational opportunity outside of the agency are encouraged to have an MOU with the hosting agency in place before the rotational opportunity begins. Some hosting agencies may be willing and able to cover the Fellow's salary, expenses, any travel costs, costs for a security clearance, etc., from their employing agency; this is commonly referred to as a "reimbursable detail" and would be negotiated between your employing and hosting agencies.

As long as the agency does not have specific policies or procedures stating otherwise, there is no order for completing the developmental assignment and/or optional rotations; some agencies may require more than one. Fellows should manage their time and workload, while in consultation with their supervisor, on when to complete their required developmental assignment and optional rotations (e.g., make adjustments based on leave (vacation, maternity, paternity, etc.), training and developmental activities, mission-critical projects, etc.). Extending the fellowship is typically not a reason for a Fellow to meet their program requirements.

If the rotation needs to be extended, the Fellow should consult with their supervisor and Agency PMF Coordinator to check their agency's policies and procedures for any such extension.

You should record any rotational opportunities on your IDP, especially the required developmental assignment.

If a Fellow reappoints (e.g., transfers from one PMF position/agency to another) during their fellowship, any training and development may be forfeited if not related to the newer position or newer target position. If the reappointment is a result of a Fellow who was on their developmental assignment, he/she may need to complete a newer development assignment since the reappointment will be a new position or a new target position. See FAQ# 12 for information on reappointments. 

For those Fellows enrolled in the PMF LDP ( Leadership Development Program ), please account for your participation for any impact. For example, all PMF LDP communications are sent to the Fellow's work and personal email addresses. We are unable to manage multiple work email addresses in such scenarios. For example, to add and monitor a temporary work email address for a Fellow on a rotation. The Fellow may temporarily change their personal email address to their rotation email address, but would also need to remember to change the rotation email address when no longer applicable. Fellows on a rotation should be able to still access and monitor their employing agency email address.

List of Rotational Opportunities

The PMF Program Office has automated the process for hosting organizations to post rotational opportunities in the PMF TMS for current Fellows to search. All current Fellows can log into the PMF TMS, via their applicant user account, and search for opportunities. If the Fellow has opted-in to receive automated emails from the PMF TMS, he/she will receive an automated digest email the day after a rotational opportunity is posted live.

Rotational opportunities are strictly for current Fellows. All Agency PMF Coordinators have access to post rotational opportunities and may grant "Agency HR Staff" user access to other agency personnel to post opportunities as well.

UPDATED:  03-16-2024

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