Work schedule Excel template

With this work schedule template, you can easily and free of charge carry out your work planning with Excel. The roster template is a structured document that lists the working hours and shifts of employees for a specific period of time. Employee working hours can be planned and documented in detail in the work schedule

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Excel is fast but prone to errors. With ZEP, you can plan resources centrally, record times in a legally secure manner and manage projects, including budget and workload, transparently.

Ohne ZEP

No central overview of workload and capacities

Manual adjustments and error-prone Excel spreadsheets

No connection between planning, time recording and projects

High coordination costs for changes and bottlenecks

Mit ZEP

Central resource planning for projects and teams

Transparent utilization and capacity overview in real time

Time recording including project reference and evaluations

Scalable for agencies, consultancies and IT service providers

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Use cases for roster template

Plan working hours per employee and work area

Automatic calculation of target and actual times

Detailed overview of the planned working week

Plan working hours individually according to the company's opening times

Division into Employees and Work Areas

Formulas stored in the document help to record the planned individual and total working hours

FAQ about the roster template

How do I use the free schedule template in Excel?

The employees entered in the document header automatically appear for the individual days and at the bottom of the table
The Workspaces entered in the document header and the “pause” option can be selected from a drop-down menu of the individual working times
If an employee is entered as “absent,” the row is colored orange
The number of hours at the end of each series is automatically calculated from the number of completed working hours minus the number of breaks
The automatically calculated working hours per employee and the total amount of working time are shown at the end of the table

For which companies is a work schedule Excel template suitable?

A work schedule Excel template is particularly suitable for small teams or short-term planning, e.g. in retail, agencies or project-related assignments. However, as soon as shift swaps, failures, multiple locations or growing teams come into play, Excel quickly reaches its limits. In these cases, digital schedule tools save time, reduce errors and increase transparency for employees.

What are the disadvantages of a roster Excel template as the team or project size grows?

A roster Excel template is heavily manual and statically structured. With growing team size, several parallel projects or changing availability, maintenance costs increase significantly. Changes have to be made manually, there is no central overview of workload and availability, and relationships between employee deployment and projects are difficult to map. This quickly results in planning errors, a lack of transparency and increased coordination efforts, especially in project-oriented companies.

What alternative is there to the roster Excel template for project-oriented companies in Germany?

For project-oriented companies, a classic work schedule Excel template is often not sufficient, as it does not enable project-related planning. One alternative is digital resource planning with ZEP. In the Resource Planning Module, employees can be scheduled on a project-specific basis and workloads across various projects can be presented transparently. The planning is GDPR-compliant with hosting in Germany and is particularly suitable for agencies, consultancies and IT service providers who want to plan their employee resources in a structured and proactive manner.