Download the Excel shift planning template (XLSX) The template is in Czech.
The file is free and requires no registration. It is set up as a monthly grid for 12 technicians. Only the yellow cells are filled in; the cells with formulas do not need to be changed.
- a calendar of 28 to 31 days depending on the month entered,
- rows for 12 technicians,
- a drop-down list of seven shift and absence codes,
- a total of days worked and absences for each technician,
- the number of people at work for each day.
How to fill in the template
- Open the file and enter the first day of the planned month in the "Month" field, for example
1. 9. 2026. - In the first column, replace the sample name with the technicians' names.
- In the day cells, pick shift and absence codes from the drop-down list.
- Check the "Worked" and "Absence" totals at the end of each row.
- In the "People at work" row, check the team's daily staffing.
After you change the month, the dates and the names of the days of the week are recalculated. Days that do not exist in a shorter month stay empty and are not included in the totals.
Legend of the codes used
| Code | Meaning | Counts towards "People at work" | Counts towards "Absence" |
|---|---|---|---|
| D | day shift | yes | no |
| N | night shift | yes | no |
| P | half day | yes | no |
| DO | holiday | no | yes |
| NE | sickness | no | yes |
| SK | training | no | no |
| PO | on-call duty | no | no |
The "Worked" total counts the codes D, N and P as one day each. A half day is therefore not used to calculate hours worked. The template is a capacity overview, not a basis for payroll or for the statutory record of working time.
What to settle before the first month
Decide who manages the spreadsheet and which copy is the binding one. If you store it in shared storage, do not send further copies by e-mail at the same time. If you add your own codes, change the legend, the drop-down list and the total formulas together; rewriting the label alone would change the meaning but not the calculation.
The default version has 12 rows for technicians. More rows can be added, but this requires extending the formulas, the formatting and the range of the drop-down list. After the change, check at least one total per technician and one total per day.
What this template does not do
One cell holds one code per technician for the whole day. The template therefore does not store a specific order, customer, site or from-to time. It will not reveal that the same technician is assigned to two orders in another file, and it will not verify that the technician holds the qualification the work requires.
Nor does it keep a timeline of changes to a single order, attachments or notes from the field. For a simple shift overview that is not needed. If you expect the spreadsheet to hold these links as well, go through the audit of Excel for planning technicians. Customer records and documentation belong to a separate topic, order records in Excel.
When the template is enough
The template makes sense if you need to divide shifts, holidays and sick days on one sheet and a daily resolution is enough for you. It also serves well as a starting pattern on which the company standardises the codes it uses.
As soon as you need to plan specific orders in time, watch for their overlaps and pick a technician by qualification, it is no longer a shift grid. The differences between a spreadsheet and a planning tool are summarised on a separate page, ServisBook vs Excel.
Download the Excel shift planning template (XLSX)
Frequently asked questions
Is the shift planning template really free?
Yes. You download the XLSX file without registering and without entering any contact details. The template is in Czech.
What do I fill in manually in the template?
The first day of the planned month, the technician names and the shift codes in the yellow cells. Dates, days of the week and totals are calculated by formulas.
Which shift codes does the template use?
D for a day shift, N for a night shift, P for a half day, DO for holiday, NE for sickness, SK for training and PO for on-call duty. A drop-down list restricts the choice of code.
How many technicians is the template set up for?
The default file has 12 rows for technicians. If you change the number of rows, you also need to adjust the formulas and the ranges the totals are calculated from.
Does the template check for order clashes and qualifications?
No. The template records one shift code per technician per day. It contains no specific orders, hourly overlaps or technician qualifications, and it does not replace an attendance or payroll system.
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