Restaurant Schedule Templates – Maybe it’s the end of a long week of weeding and you’ve finally found a minute to complete next week’s schedule. Or maybe you’re looking for a fresh start with your Excel or Google Sheets spreadsheet layout and need a template to customize.
Anyway, if you’re reading this, you want to make magic happen by creating the following ultimate work schedule for your staff of dozens of restaurant workers. To the uninitiated, this task can seem as daunting as landing a plane.
Restaurant Schedule Templates
Consider all the moving parts: availability of each employee, operating budget, shift staffing needs, special event considerations, labor compliance regulations – we could go on. Don’t worry, we have some flying lessons for you.
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To make sense of this madness, let’s harness the power of Microsoft Office Excel software to dive in, set, assign and track your work schedule for the coming weeks.
We’ve even created a template that you can edit and customize to suit the number and type of workers you use and the type of shifts you’ve chosen for operations your restaurant. (If you need more information on how to choose the best shifts for your operation, read our guide here.)
The complete schedule can then be emailed to each employee or printed for reference. But let’s get ahead of ourselves. If this is the first time you’ve created a shift schedule using an Excel template, follow our step-by-step guide below to learn where and how to enter the right data in the right place.
Customize the Schedule Tab 1. Customize the table by entering the name of your restaurant and the week you are planning in the top left corner.
Employee Schedule Template
2. Add the correct dates and days of the week for the seven days in row 6 of the table.
3. Next, add the names of your employees to the first column, replacing Employee 1, Employee 2, etc. under the appropriate category Manager, Server, etc.
4. If you have fewer employees than are currently in the table, right-click on the unwanted row and select “Delete”, then “Whole Row”. Click “OK”.
5. If you have more employees than are currently in the table, right-click on the row and select “Insert” and then “Entire Row”. Click “OK”.
Work Schedule Templates
6. Finally, for each type category employee department, enter the number of managers, administrators, hosts, etc. that you will need that day in the row above the list of employee names.
Modify the Shifts tab 7. Click the “Shifts” tab at the bottom to work on the next worksheet in the template.
8. Change the start and end times of each shift to match the shifts in your operation. Change the start and end times in columns B and C and the Shift column will update automatically. Make sure you use ‘am’ or ‘pm’ in the start and end times.
8a. If you have fewer offsets than are currently in the table, right click on the row and select “Delete” then “Entire Row”. Click “OK”.
Using Schedule Templates
8b. If you have more offsets than are currently in the table, right click on the row and select “Insert” then “Entire Row”. Click “OK”. Add newlines only below the first entry and above the last entry.
10. If you have fewer roles than are currently in the tables, right-click on the row and select “Delete” and then “Whole Row”. Click “OK.”
11. If you have more roles than are currently in the Roles table, right-click on the row and select “Insert” and then “Entire Row”. Click “OK.” Add newlines only below the first entry and above the last entry.
13. For each day, select a shift from the drop-down list for each employee. To do this, click on the top half of the cell and click on the arrow that appears next to the cell. If the employee is not working on that date, make sure you select “OFF”.
Schedule In Pdf
14. Then assign the role to the employee during that day’s shift. To do this, click on the bottom half of the cell, click on the arrow and select the correct role.
16. If there is a special event scheduled for that week, enter it in row 7 of the table.
It’s true that scheduling shifts – even with a handy template and step-by-step guide – is doable, but cumbersome and time-consuming. That’s why entire companies are dedicated to building innovative software that takes the pain, confusion and unnecessary hours out of creating and maintaining shift schedules.
Scheduling software will not only automate many of your tedious daily and weekly planning tasks, but it will also improve the way you plan and ultimately save you $2,000 per month in labor costs.
Restaurant Schedule Excel Template
Here are 8 ways scheduling software can make your life easier and take you from functional scheduling to innovative scheduling:
A task that can take 10 hours when information is entered manually or in a spreadsheet can take as little as two hours with dedicated scheduling software. Scheduling software automates tedious tasks, significantly reduces manual entry errors, empowers staff to take responsibility for their own availability, and tracks necessary data in real time.
If you use an Excel schedule, how does an employee’s time off request come in? How do you deal with the schedule change?
With scheduling software, employees can use a phone app to submit time off requests as well as submit their weekly availability. Managers are notified via their app (phone or desktop) and can approve or reject requests at their convenience and adjust their schedules in real time.
Restaurant Employee Schedule
Staff can use scheduling software programs to negotiate shift swaps. Once they reach an agreement, they can enter the proposed shift change into the application and wait for the manager’s approval.
No more searching for people to see who is available to cover this shift or that shift, no more broken phones, no more no show calls. You can also use scheduling applications to create a shift pool, giving staff the opportunity to apply for all available, unassigned shifts.
Say you created a great shift schedule in Excel only to find out on an understaffed day that your patio server didn’t get the email or see the new schedule posted in the office. Scheduling software allows your staff to access an updated schedule at any time via an app. They can also use the app to chat with each other or their manager.
Some scheduling apps (like ) even send workers a notification 15 minutes after their shift ends to give their manager feedback about their shift experience. Managers can in turn send messages to all employees and can even create groups (day shift, night shift, etc.) to share and receive updates and questions or simply connect and connect as a team.
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Software like can directly integrate your point of sale (POS) system. This means that real-time sales data will be used to predict the optimal number of hours and shifts you will need to plan to stay in the black.
Let’s say you set your operating budget target at 18% of total operating expenses. When you create a schedule using scheduling software, the weekly budget tool shows in real time whether you’re above or below your labor cost target as you assign shifts for the week.
This prevents the time consuming and tedious (but necessary) process of going through usage tables from previous work weeks to try and catch the source of the over usage after it has already happened.
The scheduling software automatically captures and uses your location to populate the weather forecast for each day of the new work schedule. This way you get a visual reminder that your location is due to a heavy snow storm, for example, which can affect business and could mean you need fewer servers that day.
Free Work Schedule Templates For Word And Excel |smartsheet
Something an Excel template will never tell you is whether your employees are going into overtime or working too long without mandatory rest – as mandated by some regulatory bodies in some states. Such an oversight could mean heavy fines for offences.
But with scheduling software, managers are alerted to potential violations before they happen, as they make changes to the schedule and receive notifications of how much the violation could cost the operation in the form of fines.
If scheduling software isn’t what you need or want right now, we hope the template is helpful. On the other hand, if you feel inspired to switch to scheduling software, but the decision is not in your hands, here are some ways to show your manager the innovative potential of scheduling software that restaurants can modern was provided. Good luck!
Four main planning styles have developed over the years: relaxed, traditional, practical and innovative. To learn more about each and which one is best for you, take a look
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Is a team management software designed for restaurants. We help managers and operators spend less time and effort on scheduling their staff, reduce monthly labor costs and improve team communication. The result is simpler team management, one shift at a time.
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