Free Template
Free shift schedule template
A ready-to-use Excel template for teams of 10-50. Shifts, coverage tracking, time off, and team directory - all in one file.
Download template (.xlsx)
Free, no email required
What's inside
W
Weekly schedule
A color-coded shift board for up to 20 team members. Drop in your team, assign shifts, and the spreadsheet calculates scheduled hours and flags short-staffed days.
T
Team directory
Names, roles, contract hours, contact info, and notes for availability or skills, all in one place.
T
Time-off tracker
Track vacation, sick days, and personal time with business day calculations and approval status columns.
H
How to use
Each tab includes simple instructions so you can change the date, swap in your names, and start scheduling quickly.
Who this is for
This template works well if your team has 10 to 50 people, runs on shifts, and you're currently using a spreadsheet, Google Sheets, or Microsoft Teams Shifts to build the schedule.
It's designed for the person who ended up owning the schedule, the team lead, ops coordinator, or office manager who spends a few hours every week fitting the puzzle together.
What the template won't do
We built this to be genuinely useful, not a teaser. But spreadsheets have limits, and you'll eventually hit them.
It can't auto-fill the schedule.
You still place every shift manually. For a team of 20, that's 100 plus cells per week.
It doesn't know your rules.
If someone can't work Mondays, or you need three people on the morning shift, you have to remember that yourself.
It breaks when things change.
Someone calls in sick at 7am. Now you're rebuilding the schedule on your phone, hoping you do not create a gap.
It's one week at a time.
No forecasting, no multi-week view, no patterns. Every week starts from scratch.
If any of that sounds familiar and you want the scheduling to happen automatically, that's what we built Soon for.
See how Soon handles thisHow Soon compares to this spreadsheet
Build a weekly schedule
Template: Manual, you place every shift
Soon: Automatic, AI fills it in 30 seconds
Coverage requirements
Template: You check the numbers yourself
Soon: Soon flags gaps and solves them
Last-minute changes
Template: Rebuild manually
Soon: Soon re-optimizes around the change
Time off
Template: Separate tracker tab
Soon: Built in, blocked from scheduling automatically
Team notifications
Template: You screenshot and paste into Slack or Teams
Soon: Soon notifies each person directly
Activities within shifts
Template: Not supported
Soon: Full intraday activity scheduling
Setup time
Template: 10 minutes
Soon: 10 minutes
Price
Template: Free
Soon:
Free for 30 days, then
see pricing
The template is free. So is trying Soon.
Download the template and use it as long as you want. If you hit the limits, or if you'd rather spend 30 seconds than 3 hours, Soon is free for 30 days. No credit card.