The Complete Guide to Employee Scheduling

Table of Contents

• Introduction
• What Is Employee Scheduling?
• Types Of Work Schedules (With Examples)
• How To Create Employee Work Schedules: 5 Best Practices For Employee Scheduling
• Final Thoughts
• Frequently Asked Questions (FAQs)

Introduction

Getting the right people in the right shifts keeps operations smooth and employees satisfied. However, for many already-stretched managers, building and managing employee schedules can be a significant time investment.

According to Legion’s 2024 State of the Hourly Workforce report, 56% of managers spend between 3 and 10+ hours per week on employee scheduling and time-attendance tasks. Unsurprisingly, the market for workforce management tools is booming, projected to reach $19.42 billion by 2027.

In this guide, we’ll cover what employee scheduling really means, explore different types of work schedules, and share best practices to streamline the process.

What Is Employee Scheduling?

Employee scheduling is the process of planning and assigning shifts to ensure every role is covered and each team member knows when and where they’re expected to work. Put simply, it’s creating a calendar that outlines who’s working, when, and at which location.

Traditionally, managers created schedules manually using paper or spreadsheets. However, this approach is often error-prone, time-consuming, and hard to adjust when changes arise.

Today, most organizations rely on employee scheduling software to automate shift assignments, streamline shift swaps, and forecast staffing needs using trends like foot traffic or sales data.

Types Of Work Schedules (With Examples)

When it comes to employee scheduling, there are different types of schedules you can choose from. The right type of employee schedule depends on your business needs, team availability, and industry standards. Below are the most common scheduling structures used across sectors:

Fixed Schedule

As the name suggests, a fixed work schedule means the employees work the same days and hours every week. This consistency makes planning easier for both staff and managers.

Example: An employee works Monday–Friday from 9 a.m. to 5 p.m.

Flexible Schedule

Flexible schedules allow employees to choose when they work, as long as they meet certain expectations. Some companies set "core hours" when everyone must be present.

Example: A marketing assistant can work anytime between 7 a.m. and 7 p.m., as long as they’re online from 11 a.m. to 3 p.m. each weekday.

Bonus Insight: Atlassian reports that flexible schedules reduce employee burnout by 22%.

Rotating Schedule

A rotating schedule is when employees work different shifts on a rotating basis. It is most common in 24/7 industries like healthcare, hospitality, and security.

Example: A nurse alternates weekly between morning, evening, and overnight shifts.

Split Shift

A split shift divides the workday into two or more parts, separated by a long break. Since it helps match staffing to demand, it is best for businesses with peak traffic during certain times, such as restaurants, delivery services, and customer service.

Example: A restaurant server works from 11 a.m. to 2 p.m. and again from 6 p.m. to 10 p.m.

Compressed Workweek

In a compressed work schedule, employees work longer shifts over fewer days, typically to gain an extra day off.

While compressed schedules can improve morale, longer days may not be suitable for physically demanding roles.

Examples:

• 4/10: Four 10-hour days
• 9/80: Nine 9-hour days over two weeks, with one day off

On-Call Schedule

An on-call employee is available to work on short notice, usually in response to high demand or emergencies. This model helps avoid overstaffing and ensures rapid response.

Example: A technician is on call from 6 p.m. to midnight and only reports if needed.

Excelforce helps you optimize scheduling, track time accurately, and reduce payroll waste, without burning out your team.

How To Create Employee Work Schedules: 5 Best Practices for Employee Scheduling

Efficient scheduling requires more than just plugging names into a calendar; it requires strategy, fairness, and the right tools. Here’s how to do it right:

1. Start With Business Needs

Before you even open an employee scheduling app or download a shift scheduling template, you must understand your staffing requirements.

Use historical data—like sales, customer volume, or past service trends—to forecast busy periods and understand how many staff members are needed.

Pro tip: Define shift roles clearly. For example, a café may need 2 baristas, 1 cashier, and 1 cook during peak breakfast hours.

Over or underscheduling can hurt your bottom line. By basing your decisions on data, you can schedule shifts based on real needs.

2. Communicate With Employees

Before finalizing shifts, ask your employees for availability using either a scheduling tool or a shared Google Form. You can also consider a rotation system for popular time slots to promote fairness.

3. Use The Right Tools

Manual scheduling leads to errors. The right software reduces conflicts and saves time. Look for features like:

• Drag-and-drop shift creation
• Mobile notifications
• Shift-swapping
• Time-off tracking
• Labor cost forecasting

Free scheduling templates can also help smaller teams get started faster.

4. Stay Flexible

Plans change. Account for last-minute absences or emergencies by:

• Publishing schedules at least 2 weeks in advance
• Building in “float” employees who can step in
• Encouraging self-managed shift swaps through your app

5. Ensure Legal Compliance

Poor shift scheduling can unintentionally violate labor laws or your own company’s work time policy, which can lead to fines or unhappy employees.

Know your local regulations regarding:

• Rest between shifts
• Maximum weekly hours
• Overtime rules
• Required breaks

Also, have a formal working hours policy in your employee handbook to ensure transparency and consistency.

Cutting overtime doesn’t mean cutting performance. Excelforce gives you the tools to improve productivity and save on labor at the same time.

Final Thoughts

From no-shows and last-minute changes to compliance issues and shift disputes, employee scheduling comes with plenty of challenges.

Fortunately, with the right tools and approach, these issues become manageable. A good employee scheduling system can:

• Reduce labor costs
• Simplify shift changes
• Maintain compliance
• Improve employee satisfaction

By combining smart tech with clear policies and communication, you’ll keep operations running smoothly and your team happy.

Frequently Asked Questions (FAQs)