Weekly Time Table (Staff Rota) Shift Schedules Template

How to use time table template?

1. Download and save your template on to your hard drive in your preferred folder.

2. Open your time table template with MS Excel.

3. Open Settings worksheet and create a list of departments in your organisation.

4. On the same worksheet create a list of the days that will appear on your time table, assign code and assign paid hours as it is already shown on the template. For example if your employee has a day off, your time table will display code OFF and employee gets paid for 0 hours or if you have a holidays your time table will be displaying code H and you will get paid for 8 hours.

5. Open Employee List worksheet and create a list of your employees. Note that in free version list is limited to only 5 employees when unlocked version of the template allows you to enter up to 30 employees.

a. ID column - you can only use numerical ID and should follow the sequence in acceding order.
b. Name column - enter name of the employee.
c. Contracted Hours - amount of hours that your employee has been contracted to work.
d. Department - from the dropdown list choose the work department of your employee.
e. Rate - assign the hourly and public holidays payment rate. Note that payment for CH (Contracted Hours) will be calculated automatically.

6. Once all above steps have been completed, you can save your spreadsheet as template file (.xlt) on to your hard drive in your preferred folder.

7. Open your saved time table template and go directly to the Time Table worksheet were you will see full list of your employees.

8. Enter week starting date, that is usually Monday and save your template under the same name as your week starting date to make this template easy to find when searching. (ex. 03-05-09.xls)

9. From the drop down list you can assign start and finishing time for all of your employees and for every day of the week.

10. Column Q shows the total amount of hours assign to each employee when column T displaying the difference in between contracted hours and hours displayed in column Q, so that if you have assigned more hours to your employee than contracted this column will display the difference in cell coloured in red and if less than contracted hours, the cell will still be displaying the difference but will turn blue. This will help to assign correct amount of hours to each of your employees.

Once all hours have been assigned you are ready to print your tome table. It can be printed on the standard A4 page.

11. In order for you to print timecard for all your employees you need to click on Time Card tab an click on the employee name in the list than simply click printer icon in your excel menu bar. Repeat this step for each employee.

12. Open HR & Budget worksheet. In the Current Week Salary enter your weekly budget in the pink coloured cells. Scroll down to check your Daily Attendance in all of the departments.

Once your budget is entered you can now view all your statistics on HR & Budget and HR Dashboards worksheets.