How to create a rotating schedule in excel

How to create a rotating schedule in excel DEFAULT

Creating a Rotating Schedule Template

Complete the following steps create a Rotating Schedule Template. Click on the links below to navigate to more information on each step.

Step 1: Set up the General information

Step 2: Select the days to add schedules

Step 3: Add the activity details to the selected days

Step 4: Assign the rotating schedule template to the employees

Step 1: Set Up the General Information

  1. From the Configuration section>Scheduling card, select the Rotating Schedule Template option.
  2. Under the Rotating Schedule Actions in the left pane, click on the Add button.
  3. Enter a Code to identify this rotating schedule template.

    Short, alphanumeric value for identifying this rotating schedule record.

  4. Enter a Description to describe this rotating schedule template.

    The label describing this rotating schedule.

  5. In the Begin Week Number field, enter the number of the week that is to be assigned to the week containing the Effective Date.

    The rotation week template that should be applied to the week aligning with the effective date.

  6. Enter the Number of Weeks to complete a rotation cycle for employees assigned to this template. The system will replicate the rotation to fill all weeks of the scheduling period.

    The number of weeks needed to complete a rotation.

    This number can be different from the number of schedule weeks. For example, if employees have a 2-week rotation but work a 4-week schedule, this only needs to be set up for 2 weeks.

  7. Enter the Organization Unit information to identify the labor distribution where this rotating schedule is assigned.

    The organization unit where this rotating schedule template is available. The levels of the organization units available and the label names depend on the corporate definitions.

  8. Enter the Effective Date when this rotating schedule is to begin. Use the calendar in the right pane, or type in the date.

    The date this rotating schedule is effective for this employee.

  9. Enter the Expiration Date of this rotating schedule, if applicable. If this rotation has no pre-set expiration date, leave this field blank.

    The date this rotating schedule expires for this employee, if applicable. If there is no set date this rotation is to expire, leave this field blank.

  10. Save the record.

Step 2: Select the Days to Add Schedules

  1. Click on the Rotation section button in the left pane to select the days to configure the rotating calendar.

    The grid shows the rotation for the indicated Number of Weeks, as entered in the General screen.

    The number of weeks needed to complete a rotation.

    This number can be different from the number of schedule weeks. For example, if employees have a 2-week rotation but work a 4-week schedule, this only needs to be set up for 2 weeks.

  2. Select the cells to be assigned the SAME activity code and profile combination (using one of the methods described below).
    • To select a single cell, click on the upper border of the cell to highlight it.

    • To select multiple adjacent days (horizontally or vertically), hold down the Shift key, and then click on the upper border of the first cell, then click on the upper border of the last cell. The entire range of cells is highlighted.

    • To select multiple non-adjacent days, hold down the Control key on the keyboard, then click on the upper border of each cell to be configured. Each selected day is highlighted.

Step 3: Add the Activity Details to the Selected Days

  1. Click on the Add Activity button in the left pane.
  2. Enter the Position Code and Profile Code to be assigned to the employees on the selected days.

    The profile to be assigned to the selected days. The options displayed in the Field Look Up Values are profiles linked to the position code selected for this rotation. The position field must be completed before these options are available.

    The position code to be assigned to the selected days. The position code options displayed are previously set up on the employee Labor Distributions screen.

    Note: See Employee Section>Labor Distributions for more information.

  3. Enter the Activity Code to be assigned to the employees on the selected days.

    The activity code to assign to this rotation day. Note: The position code field must be entered before the activity code options (for the same labor distribution as the position) are available in the Look Up Values screen.

  4. If applicable, enter the Organization Unit where the employees should be scheduled.

    The organization unit level to create the schedule. The option(s) listed here depend on the Organization Link Level selected for creating employee schedules. If the Organization Link Level selected for creating schedules is the lowest level, this field does not appear.

  5. Click Save at the bottom of the screen.
  6. If additional activity code/profile combinations are to be set, repeat steps 1-5
  7. The schedules are indicated by the core schedule icon .

Step 4: Assign the Rotating Schedule Template to the Employees

  1. Click on the Assigned Employees section button in the left pane to open the screen to assign employees to this template.
  2. Click on the Assign button in the left pane. The Employee Searchscreen is displayed. Enter the criteria to search for an employee. To open the advanced search options, click on the Advanced button in the left pane.
  3. Check the box to the left of each employee to be assigned to this template, then click on the icon to add the employees to the list.

    The selected employees are now assigned to the template.

    A rotating schedule identical to the template is available in the Employee record>Employee Section buttons>Rotating Schedule screen.


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.


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

Rotation Schedule for Multiple Employees


⤓ Excel (.xlsx)

For: Excel 2010 or later & Excel for iPad

License: Private Use (not for distribution or resale)


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 - Describes various types of shift schedules.

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As a planning tool for employers and guidance for workers, each work schedule should meet certain requirements:

  • It must contain all essential information, including employees’ first and last names, working hours, and the planning period for which the work schedule applies.
  • It should not just make sense to the manager creating it, but also to the employees. The work schedule should therefore be limited to the essentials for the sake of clarity (also make sure that the text is not too small) and be as an uncomplicated and self-explanatory as possible. If in doubt, it is a good idea to add an explanatory note.
  • A visually appealing design is also an advantage. For example, empty rows or columns can loosen up the layout. Different colors also make individual areas stand out from each other.

It is also important to ensure that your work schedules comply with predictive scheduling laws or fair scheduling laws. These types of laws are becoming more and more common at the state and local level in the USA. The purpose of these laws is to ensure that workers are being assigned a fair amount of work, and to ensure that their work-life balance is being prioritized. Some laws also cover availability of additional work hours or call-in pay.

While there is no federal legislation available on this topic, and state laws can vary from locality to locality, there are some steps you can try to take when creating your work schedule to ensure that you are complying with best practice. Employers should be able to give a reasonably accurate estimate of their potential schedule upon hiring them, to ensure that workers are not being promised hours that they will not receive, or being manipulated into working additional hours that they are not available for. Work schedules should also be issued well ahead of time (two weeks’ notice is ideal where possible), and employers should try to be flexible and accommodating with employee shift requests or overtime requests. Naturally, employee rest times should be prioritized so that employees are not exhausted and can have a work-life balance. Employees should be made aware of any changes to the work schedule with plenty of notice and employers should consider offering overtime or premium pay for any last minute schedule changes.

If you are unsure whether your work schedules are following best practice or complying with local laws, be sure to consult a legal professional to ensure that you are legally in the clear.


Staff Rotation Scedule


Looking to maintain a record of staff schedule?

With Staff Rotation Schedule template, you can easily track the staff schedule for the selected period or duration. It can be used to understand the pattern of work schedule or vacation schedule followed by an employee. This simple and easy to understand template is very useful for analyzing the work efficiency of the entire team and that of an individual staff, at a glance.

Employers can use this template to create and monitor the daily staff schedules. Based on their observance they can then set future guidelines and take critical decisions for improving the employee presence and thus enhancing the overall productivity of the team. The schedules are maintained in a color coded format where every day is marked with a color for designating it as a working day, holiday or sick leave etc.

Staff Rotation Schedule

for Excel® 2007+

Staff Rotation Schedule Screenshot

Template Specifications

Using Staff Rotation Schedule Template

Staff Rotation Schedule template has first sheets as Settings that works like a mini database for the template and all the information stored under this page is auto-populated to the main Rotation schedule worksheet. Here you can pre-define the color scheme for each day type and store basic company information like Company Name, Company Slogan; both the fields can be enabled or disabled as required. You can select the first day of the week in 'Week begins by' drop down. The last part of the setting page stores the color code that would be unique for every day type. The kind of days the template specifies are:

  • Work Day
  • Weekend (Day Off)
  • Vacation
  • Absence
  • Public Holiday
  • Sick

The data stored under the settings sheet is automatically populated in the second sheet Rotation Schedule. This sheet displays all the dates between the entire period, selected under the duration. Select the year and month form the drop down menu and the calendar for those specific values is automatically populated. This template provides a colorful tabular view of the schedules followed by each employee of the team during the selected period. Manager can edit the schedule of each employee based on his presence or the reason of absence. You can get the visibility of an employee punctuality with just one glance of this sheet.

We recommend you not to change or delete the pre-defined formulas of the template. By doing so the entire template would get altered as the various fields have interconnected formulas and the results in such a scenario would be doubtful.

Function used in template

  • IF (logical_test, [value_if_true], [value_if_false])
  • EOMONTH(start_date, months)

A create excel in to how rotating schedule

Free Work Schedule Templates for Word and Excel

‌Sun-Sat Weekly Work Schedule Template

‌Sun-Sat Weekly Work Schedule with Two on a Page

‌Sun-Sat Weekly Work Schedule with Notes Template

Sun Sat Weekly Work Schedule 8-6 Template

Sun-Sat Weekly Work Schedule Template 8am - 6pm

Sun - Sat 24h Weekly Work Schedule Template

Sun-Sat Weekly Work Schedule Template, 24-hour

Sun-Sat Weekly Work Schedule Template: Create a full weekly plan with this free template, including weekend days. Perfect for retail businesses that need to schedule employees on a Saturday or Sunday, or for scheduling family obligations and other events along with a weekday work schedule.

Sun-Sat Weekly Work Schedule with Two on a Page: This free template provides two calendar views on one page, with weekly work schedules that include weekend days. It’s a blank template that is easy to fill out, read, print and modify.

Sun-Sat Weekly Work Schedule with Notes Template: A free template showing every day of the week, with the addition of notes at the bottom.

Sun-Sat Weekly Work Schedule Template 8am - 6pm: If you need a full weekly calendar, including weekends, this work schedule shows each hour of the day, starting at 8:00 a.m and ending with the 5:00 p.m. hour.

Sun-Sat Weekly Work Schedule Template, 24-hour: Create a weekly work schedule that includes every day of the week and 24 hours for each day.

Enter rotating shifts from a start date in Excel

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Them apart, so that it would be easier for grandmother to insert the white tip.

Now discussing:

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Disturb your butts once again.

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