Help With Making Roster In Excel

-MRS_T-

Hello

I would like some help with information on how to work out a roster in excel as I am not sure the best place to start tbh.

Ok here goes

I work in a shop with 21 employees all working different hours eg part time, full time, with a mix of some people who do set shifts like the students who only work nights/weekends, to the working mums who work set days and shifts, then there are some others who have set hours but no set days.

The store requires cover

Mon-Thurs 0700-2000
Friday 0700-2015
Saturday 0700-1900
Sunday 0800-1800

At the moment we are only given a weeks roster at a time every Saturday for the following week which is very difficult to work with.

I would like if possible to start working out something where it is a bit more fair so that the weekends and evenings are spread across most staff so it is not always the same people. Also I would like to work it out that every so many weeks most members would get a full weekend off (this would not apply to the students as these are the only days some of them work).

I would also like excel to calculate the total number of hours worked each day and also for it to deduct the breaks.

I was thinking it may be best to work out a 4 week roster so that I can hopefully get something that works for everyone as best we can.

I realise there is a lot to take into consideration, but would really appreciate if someone could point me in the right direction.

Many Thanks in advance

Bollotom

That's going to need a lot more info, such as:-
Number of full timers working set days
Number of full timers working any days
Number of full timers working set hours in a day (Such as mums who have to pick up kids)
Number of full timers working any hours in a day
Then the same with part timers and the same with students.
Then how may hours does each person work in a week.
I find after spending a lot of time on rosters there's always someone who objects to a certain day or time.
Your shop is open around 86 hours weekly.
How long for meal breaks
How long for tea break and how many on a shift and are they paid or non-paid.
You might get a template of MS Office online templates but with the info you have given it would be a stab in the dark. :cool:

Trinitrotoluene

This is not a job for Excel unless you want to put a serious amount of work into this.

I'd seriously consider some software to do it.

-MRS_T-

I think you may be right Trini.

Any suggestions?

It would have to be free or very cheap either that I will just have to do it manually in an excel table.

I had better get my thinking cap on me thinks.

Trinitrotoluene

It depends - to be fair I don't think it's a system you should skimp on. I'm not sure what industry type you are in but there are likely ones available tailored to your industry, for example I'd be searching for:

"restaurant rota software uk"

If you were in the restaurant business, for example.

JimmyTheWig

If I was doing this in Excel I think I would have the time going across the page (hopefully an hour per column will be detailed enough) and the days going down the page.
Each day would take up about 8 rows.
So the first block within the table would be Monday 0700-0800 with space for up to 8 staff who are working that hour on a Monday.

I'd use some sort of colour coding to split the staff into a few different groups (e.g. full-time, students, working mums).

Obviously use copy and paste as much as possible.

I wuold start with the people whose times are rigid (e.g. full timers?) then move towards the people who are more flexible.
Likewise it would make sense to put in the people who work the longest shifts first, as you don't want to end up with small gaps that you can't fill.


It won't be easy though, I'm guessing!

alanclarke

If you Google "excel roster template" (without the quotes) it gives 985,000 results, perhaps you could download a template and modify it to your requirements.

In the Google results there is a link to goRoster - https://www.goroster.com - perhaps this would be a suitable solution, it's not free but there is a 28 day free trial.