Free template template · Word

Shift Roster Format

A shift roster format is a grid that assigns each employee a shift code for every date in the roster period, with weekly offs and a manpower count per shift. Supervisors prepare it in advance so employees know when to report and coverage gaps are visible.

Editable Word (.docx)
Made for India
20 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the template

[Highlighted] = fill in

[Company Logo][Company Name]

SHIFT ROSTER

Company / Unit:: [Company Name] – [Work Location]
Department:: [Department]
Roster Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Published On:: [Date]

Employee ID	Employee Name	Role	Day 1	Day 2	Day 3	Day 4	Day 5	Day 6	Day 7
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]

Manpower Count per Shift

Shift	Day 1	Day 2	Day 3	Day 4	Day 5	Day 6	Day 7
A	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]
B	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]
C	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]

Change Log

Date of Change	Employee	From	To	Approved by
[DD/MM/YYYY]	[Employee Name]	[Shift]	[Shift]	[Supervisor Name]
[DD/MM/YYYY]	[Employee Name]	[Shift]	[Shift]	[Supervisor Name]

Prepared by
[Supervisor Name]

Approved by
[Department Head]

Download Word (.docx) — free

What this template includes

Shift code legend – A, B, C, G, WO, L
Employee rows with dates as columns – simple to read
Weekly off clearly shown – rest assurance
Manpower count per shift per day – coverage check
Supervisor approval and publish date – accountability
Change log – records edits after publishing

When to use it

Any team working in two or more shifts
Security, housekeeping or front-desk duty planning
Retail stores with staggered timings
Planning coverage around leave and festivals

How to customise this template

1Edit the legend with your shift timings
2Set the roster period (7, 14 or 15 days)
3Add a skill or role column for multi-skilled teams
4Highlight minimum manpower rows

HR tips

Publish at least a few days before the period starts
Spread weekend and night shifts fairly
Mark planned leave before assigning shifts
Keep previous rosters for attendance reconciliation

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is a duty roster?+

A duty roster is a schedule showing which employee works which shift on which day. It is also called a shift roster or duty chart.

How do I make a shift roster?+

List employees in rows and dates in columns, assign shift codes, mark weekly offs and leave, then check manpower per shift each day.

Can the roster be changed after publishing?+

Yes, but changes should be approved, recorded in the change log and communicated to the affected employees.

All 50 attendance & time management →

[Company Logo][Company Name]

WEEKLY SHIFT ROSTER

Unit / Team:: [Company Name] – [Department]
Week:: [DD/MM/YYYY] (Mon) to [DD/MM/YYYY] (Sun)
Prepared by:: [Supervisor Name]

Employee Name	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Weekly Hours
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]

Shift Leads and Standby

Day	Morning Lead	Evening Lead	Night Lead	Standby
Mon	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Tue	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Wed	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Thu	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]

Notes

Minimum manpower: Morning [No.], Evening [No.], Night [No.].
Swaps must be approved by the supervisor and recorded on this sheet.
Weekly hours must not exceed the limit set by the Working Hours Policy.

Template · Word

Weekly Shift Roster

Download .docx

[Company Logo][Company Name]

MONTHLY SHIFT ROSTER

Company / Unit:: [Company Name] – [Work Location]
Department:: [Department]
Month:: [Month Year]
Holidays this Month:: [DD/MM – Holiday Name]

Shift timings: A [06:00–14:00] | B [14:00–22:00] | C [22:00–06:00] | G [09:00–18:00]. Weekly off day shown in brackets.

Employee ID	Employee Name	Week 1	Week 2	Week 3	Week 4	Week 5	Planned Leave	Night Shifts	Working Days
[Employee ID]	[Employee Name]	[A (Sun)]	[B (Mon)]	[C (Tue)]	[A (Wed)]	[B (Thu)]	[DD/MM]	[No.]	[No.]
[Employee ID]	[Employee Name]	[A (Sun)]	[B (Mon)]	[C (Tue)]	[A (Wed)]	[B (Thu)]	[DD/MM]	[No.]	[No.]
[Employee ID]	[Employee Name]	[A (Sun)]	[B (Mon)]	[C (Tue)]	[A (Wed)]	[B (Thu)]	[DD/MM]	[No.]	[No.]
[Employee ID]	[Employee Name]	[A (Sun)]	[B (Mon)]	[C (Tue)]	[A (Wed)]	[B (Thu)]	[DD/MM]	[No.]	[No.]
[Employee ID]	[Employee Name]	[A (Sun)]	[B (Mon)]	[C (Tue)]	[A (Wed)]	[B (Thu)]	[DD/MM]	[No.]	[No.]

Coverage Summary

Week	Shift A	Shift B	Shift C	Gaps / Action
Week 1	[No.]	[No.]	[No.]	[Action]
Week 2	[No.]	[No.]	[No.]	[Action]
Week 3	[No.]	[No.]	[No.]	[Action]
Week 4	[No.]	[No.]	[No.]	[Action]

Rules for this Roster

Template · Word

Monthly Shift Roster

Download .docx

[Company Logo][Company Name]

ATTENDANCE REGISTER

Name of Establishment:: [Company Name]
Address:: [Company Address]
Registration No.:: [Registration Number]
Month / Year:: [Month] / [Year]
Department:: [Department]

Sr. No.	Employee ID	Employee Name	Designation	Days 1–15 (codes)	Days 16–31 (codes)	Present Days	Leave Days	Absent Days	Paid Days
1	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
2	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
3	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
4	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
5	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]

Monthly Summary

Particulars	Count
Total employees on roll	[No.]
Total working days in month	[No.]
Weekly offs and holidays	[No.]
Employees with full attendance	[No.]

Certified that the above attendance has been verified against leave records and is correct to the best of our knowledge.

Attendance Register Format

Download .docx

Policy · Word
Shift Timing Policy
Download .docx
[Company Logo][Company Name]
SHIFT CHANGE REQUEST FORM
Company:
[Company Name]
Department:
[Department]
Date of Request:
[Date]
Part A: Employee Details
Employee Name
Employee ID
Designation
Shift Supervisor
Contact Number
Part B: Request Details
Current Shift Current Timing Requested Shift Requested Timing From Date To Date
[A/B/C/General] [HH:MM–HH:MM] [A/B/C/General] [HH:MM–HH:MM] [DD/MM/YYYY] [DD/MM/YYYY]
- Temporary change
- Permanent change
- Shift swap with a colleague
Form · Word
Shift Change Request Form
Download .docx

Current Shift	Current Timing	Requested Shift	Requested Timing	From Date	To Date
[A/B/C/General]	[HH:MM–HH:MM]	[A/B/C/General]	[HH:MM–HH:MM]	[DD/MM/YYYY]	[DD/MM/YYYY]

[Company Logo][Company Name]

SHIFT CHANGE APPROVAL FORM

Approval No.:: [Reference Number]
Request No. / Date:: [Reference Number] / [DD/MM/YYYY]
Date:: [Date]

1. Employee and Request Summary

Employee Name
Employee ID
Department
Current Shift
Requested Shift
Period Requested

2. Supervisor Review

Check	Status	Comments
Minimum manpower maintained in current shift	[Yes / No]	[Comments]
Minimum manpower maintained in requested shift	[Yes / No]	[Comments]
Rest of [No.] hours between shifts ensured	[Yes / No]	[Comments]
No unplanned overtime created	[Yes / No]	[Comments]
Skills / certification match (for swaps)	[Yes / No]	[Comments]

3. Decision

Form · Word

Shift Change Approval Form

Download .docx

[Company Logo][Company Name]

EMPLOYEE SHIFT SCHEDULE

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Supervisor / Contact:: [Supervisor Name] – [Phone Number]
Schedule Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

Date	Day	Shift	Start Time	End Time	Location / Counter	Pick-up Time (if cab)
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]

Summary

Item	Count
Working days	[No.]
Night shifts	[No.]
Weekly offs	[No.]
Holidays	[No.]

Important Instructions

Report [10] minutes before your shift start for handover.
For any change or swap, submit a Shift Change Request Form at least [No.] days in advance.
If you are unwell or delayed, inform your supervisor before the shift begins.
Carry your ID card at all times on premises.

Template · Word

Employee Shift Schedule

Download .docx

[Company Logo][Company Name]

MONTHLY ATTENDANCE SHEET

Company:: [Company Name]
Department / Team:: [Department]
Month:: [Month Year]
Attendance Cycle:: [DD/MM/YYYY] to [DD/MM/YYYY]
Total Days in Cycle:: [No.]

Employee ID	Employee Name	Week 1	Week 2	Week 3	Week 4	Week 5	Late Marks	OT Hours (Approved)	Paid Leave	LOP Days	Paid Days	Remarks
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]

Leave Breakup

Employee Name	Casual Leave	Sick Leave	Earned Leave	Comp-Off	On Duty
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]

Notes for Payroll

Paid days = present days + paid leave + weekly offs + paid holidays.
Overtime is paid as per applicable law and company policy, only for hours approved in writing.
Any correction after submission must be raised through an attendance regularisation form.

Template · Word

Monthly Attendance Sheet

Download .docx

Shift Roster Format

Preview of the template

Manpower Count per Shift

Change Log

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Shift Leads and Standby

Notes

Weekly Shift Roster

Coverage Summary

Rules for this Roster

Monthly Shift Roster

Monthly Summary

Attendance Register Format

1. Purpose

2. Scope

3. Shift Schedule

Shift Timing Policy

Part A: Employee Details

Part B: Request Details

Shift Change Request Form

1. Employee and Request Summary

2. Supervisor Review

3. Decision

Shift Change Approval Form

Summary

Important Instructions

Employee Shift Schedule

Leave Breakup

Notes for Payroll

Monthly Attendance Sheet

Shift Roster Format

Preview of the template

Manpower Count per Shift

Change Log

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates