How is this different from a shift schedule?

It is not about 2-on/2-off cycles or 24-hour shifts; it is a roster of responsible people on duty: one or two people for each date, taking vacations, swaps and fair workload into account.

Can I build a roster for a month and for a quarter?

Yes, the period is set by two dates, up to 92 days: a month, quarter, school break or a week.

How are vacations and sick leave handled?

They are entered on the «Availability» sheet: assignments on those days are highlighted, and the summary excludes those days from the fair-workload calculation.

Can I forbid two duties in a row?

Yes, with the «Ban duty on adjacent days» setting: a violation is highlighted in the schedule and in the «Check» column.

Is it suitable for a school, hospital or office?

Yes, a roster of responsible people on duty is built the same way: staff, availability, assignment, swaps and a print form for approval.

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Duty Roster in Excel: Swaps, Workload and Print Form

Duty roster for a month or any period: vacations and sick leave, swaps, ban on back-to-back duty, tracking of hours, weekends and holidays, overload highlighting.

390 ₽

≈ 4 USD

Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets

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What it is for

Build a duty roster for a month or any period without manual recalculation: pick the person on duty from a list — Excel marks weekends and public holidays, counts how many duties and hours each person has, and shows who is overloaded and who has been passed over. This is a roster of responsible on-duty people (for an organization, school, hospital or office), not a cyclical shift schedule.

What is inside

«Settings»: period (up to 92 days), 1 or 2 people on duty per day, ban on duty on adjacent days, duty hours for a workday, weekend and holiday, allowed workload deviation, details for the print form.
«Holidays»: a reference list of public holidays for 2026 and 2027, editable.
«Staff»: up to 100 people with job title and phone; a «takes part in duty» flag.
«Availability»: vacations, sick leave, business trips, training — assignments on such days are highlighted.
«Schedule»: a calendar of the period with the day type, plan and actual, and a check for each day (nobody on duty, unavailable, two days in a row, twice in one day).
«Swaps»: who replaced whom; the swap is applied automatically in the schedule while the plan stays visible.
«Summary»: duties, hours, weekends and holidays per person, expected number, deviation, duties by month, status «overloaded / underloaded / normal».
«Print schedule»: a form with «Prepared by», «Approved», phones and a signature column.
A sample with fictional data is included as a separate file — you can see all the checks in action.

Who it is for

Office managers and HR specialists in offices, schools, hospitals and public institutions; facility managers and deputy heads who prepare the roster of responsible people on duty, floor duty officers, duty administrators and holiday cover. Useful anywhere the roster must be approved, printed and shown to be fair in workload.

Compatibility

Excel 2007 and later, LibreOffice. No macros. Holidays are entered for 2026–2027; moved working Saturdays and shortened pre-holiday days are not accounted for. Pay and the rules for requiring weekend and holiday duty are set by your local rules and policies — the spreadsheet does not build them in. The file is in English.

Questions and answers

How is this different from a shift schedule?: It is not about 2-on/2-off cycles or 24-hour shifts; it is a roster of responsible people on duty: one or two people for each date, taking vacations, swaps and fair workload into account.
Can I build a roster for a month and for a quarter?: Yes, the period is set by two dates, up to 92 days: a month, quarter, school break or a week.
How are vacations and sick leave handled?: They are entered on the «Availability» sheet: assignments on those days are highlighted, and the summary excludes those days from the fair-workload calculation.
Can I forbid two duties in a row?: Yes, with the «Ban duty on adjacent days» setting: a violation is highlighted in the schedule and in the «Check» column.
Is it suitable for a school, hospital or office?: Yes, a roster of responsible people on duty is built the same way: staff, availability, assignment, swaps and a print form for approval.