About this template
Shift Schedule & Staffing 2026/2027 – plan work shifts in Excel
Do you need a shift schedule in Excel for day, evening, night, or weekend shifts? This downloadable package helps Swedish employers register work shifts, summarize scheduled hours, get a weekly overview, and document shift notifications. You also receive a user guide and an English working template adapted to Swedish conditions.
Format: Excel (XLSX) + editable Word (DOCX) + searchable PDF. Language: Swedish and a supplementary English working template.
What is included in the package
| Document | Practical use | Format |
|---|---|---|
| Shift Schedule & Staffing | Excel with six worksheets: Overview, Staff, Shifts, Weekly View, Rotation Examples, and Instructions. | XLSX |
| Shift Planning & Staffing Routine | Process, responsibilities, checkpoints, and decision documentation. | DOCX + PDF |
| Shift Notification & Schedule Change | Editable form for changed shifts, notifications, and acknowledgment. | DOCX + PDF |
| User Guide | Instructions, common mistakes, legal disclaimers, and English quick guide. | DOCX + PDF |
| Shift Planning – English Working Template | Supplementary English working document for Swedish operations. | DOCX + PDF |
Delivery: 9 files in one ZIP: 4 Word, 4 PDF, and 1 Excel. The files are used locally without a subscription. Example employees and example shifts in Excel are clearly marked and should be replaced with your own data.
What can the Excel template do?
- Shifts: up to 240 shift rows with date, employee ID, working hours, shift code, break, planned cost, and status.
- Hours: time difference is calculated automatically, even for night shifts crossing midnight that are less than 24 hours.
- Overview: number of shifts, planned hours, total cost, and per-person summary.
- Weekly view: compare number of shifts and hours based on the shift start date.
- Rotation: editable example for four teams. The example does not automatically generate finalized schedules.
- Staff register: space for 60 employee IDs with data-minimized information.
How to use the shift schedule
- Enter employees or staff IDs in the staff register.
- Enter the shift start date, shift type, times, and any minutes of unpaid break.
- Check calculated scheduled hours, weekly view, and staffing overview.
- Make a separate assessment of the applicable Working Hours Act, collective agreements, night work, daily and weekly rest, breaks, and notice periods.
- Finalize the schedule and document approval and communication in the included Word form. -->
The Working Hours Act, collective agreements, and legal limitations
The Working Hours Act (1982:673) contains, among other things, general rules on ordinary working hours, total working hours, daily rest, weekly rest, breaks, and notification of changed scheduling. Rules may be affected by collective bargaining agreements and specific exemptions. The Swedish Work Environment Authority emphasizes that scheduling must be assessed based on the entire work schedule. This material is a structuring aid, not individual legal advice.
Working Hours Act (1982:673) – The Riksdag · Swedish Work Environment Authority – about the Working Hours Act
Who is this package for?
Small and medium-sized businesses, warehouses, retail, restaurants, service organizations, workshops, and other operations with shift work or variable staffing. It can also be used as a supplement to other administrative routines, but does not replace a certified payroll system or a system for time reporting.
Frequently asked questions
Can I plan night shifts in Excel?
Yes. A shift such as 22:00–06:00 can be calculated with time difference across midnight. Shifts longer than 24 hours, split shifts, and other special logic require different handling.
Does the template check rules regarding 11 hours of daily rest?
No. Rest periods and correct calculation periods must always be checked separately against applicable law and collective bargaining agreements.
Is this the same product as the vacation planning?
No. The shift package focuses on planned work shifts; Vacation Planning & Staffing Overview 2027 focuses on vacation and leave requests.
Are English documents included?
Yes, a separate English working document and a short English guide. The entire Swedish package is not fully translated; Swedish law is the starting point.
Do I need Excel?
Excel is required for the automatic summaries. The Word forms can be edited separately and the PDF versions can be read and printed.
Digital delivery
The product is a digital download; no physical item is sent. Note that access to the download file via the store's Digital Products app must be verified separately.
