How to create a weekly staff schedule

1. Define coverage for each shift

Write down opening days and hours, the workplace and how many people each role needs. Separate busy periods from quieter ones. Headcount alone is not enough: a fully staffed shift may still be missing someone who can operate the till.

• Day and date.
• Start and finish times.
• Workplace and role.
• People needed for each role.

2. Check availability and requests

Bring together agreed hours, leave requests and unavailable days. Set one place and a deadline for requests before planning the following week.

Do not assume last week’s availability still applies. Also check whether a person is already assigned to another workplace at the same time.

3. Assign people and keep gaps visible

Assign each position to a specific person. If you have not found cover, write “To assign” instead of leaving an ambiguous blank. In the example below, the afternoon shift still needs a cashier.

The example illustrates the structure of a schedule only. Adapt hours and assignments to your team’s needs and the rules that apply to their work.

4. Do a final review

Read the schedule twice before publishing: first by shift to check coverage, then by employee to check assignments. This helps you catch a duplicate name or an incorrect time.

• Is every required role covered?
• Do any assignments overlap?
• Have approved requests been taken into account?
• Are dates and times clear, especially when a shift crosses midnight?

5. Share one current version

Decide where the current schedule lives. If you use a file, include the week and version in its name. When an assignment changes, update that file and tell the people affected.

In Hiruu, you organise the schedule on your phone, assign employees and publish it. Your team can see their shifts in the app. The review before publication shows uncovered positions so you can decide how to handle them.