Shift Coverage Planner (.xlsx)
Download the templateWorks in Excel 2016 or later. No macros, no signup.
What it does
It builds a 7 day shift and week-off roster for up to 100 agents, for any opening hours, including overnight and full 24 hour windows. It then checks coverage for every half hour so you can see at a glance where you are short. Shifts that end the next day are shown with (+1).
Tabs in the file
- How to use: Short instructions inside the file.
- Inputs: Agents, shift length, days in a row, minimum agents, and Open and Close per day.
- Roster: The 7 day shift and week-off plan for every agent.
- Coverage: Agents on shift against your minimum for every half hour.
- Calc: The engine that does the work. Do not edit this tab.
How to use it in 5 steps
- On Inputs, enter the number of agents, shift length (default 8.5 hours including break), working days in a row (default 5) and the minimum agents you need at any time.
- Enter Open and Close for each day. The same time in both means 24 hours. Close earlier than Open means the day runs past midnight. Leave both blank for a closed day.
- Read the Roster tab for shifts and days off, and the Coverage tab for each half hour.
- If Coverage shows gaps, use the Suggested number of agents and enter that instead.
- Optional: set a Week-off start day, or fix an Open or Close shift, for any agent.
What it does not do
- One opening window per day.
- Up to 100 agents and a 7 day week.
- Lunch and breaks are not scheduled in this template.
- It checks a minimum number of agents, not service level. Size that minimum per half hour with the Erlang C Calculator.
- Place breaks and lunches with the Shift and Break Optimizer.
- Turn agents on shift into rostered headcount with the Shrinkage Calculator.
Frequently asked questions
Does it work for a 24 hour operation?
Yes. Enter the same time in Open and Close for a day and the template treats it as a full 24 hours. Shifts that end the next day are shown with (+1).
How many agents can it handle?
Up to 100 agents across a 7 day week.
Does it fix coverage gaps for me?
It shows you where the gaps are and gives a Suggested number of agents that would cover them. You can then add agents, or fix Week-off start days and Open or Close shifts for chosen agents.
Are lunch and breaks scheduled?
No. This template places shifts and days off only. Use the Shift and Break Optimizer on this site to place breaks and lunches.
Can I use it for chat or email teams?
Yes. It works for any team that needs a minimum number of people on at all times. Set the minimum agents from your own sizing for that channel.
Is it really free?
Yes. Download it and use it as often as you like. No signup and no macros.
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