MadyHR.ai Free Resources · USA

Free Shift Schedule Template

A weekly shift schedule shows everyone when they work, so cover gaps and overtime surprises are spotted early. Check your state and city for predictive scheduling laws before you publish.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

Restaurants, retail and care settings
Planning holiday cover
Keeping overtime under control

Tips before you use it

A few cities and states (for example Oregon, New York City, Chicago and San Francisco) have "fair workweek" laws for certain industries that require advance notice of schedules.
Add up each employee's weekly hours to spot overtime before it happens.
Post the schedule where everyone can see it, or share it in your scheduling app.

Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

Shift Schedule

Location: [Work Location]

Week starting: [Week Start Date]

Prepared by: [Manager Name]

Date posted: [Date]

Employee	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Weekly hours

Note for employer (delete before use): Write shift times as start–finish (for example 9:00–17:30) and note the meal break. Check the weekly total for overtime.

Shift swaps must be approved by
Schedule changes after posting will be communicated by

Download free (Word .docx)

Frequently asked questions

Do I have to give employees their schedules in advance?

Federal law does not require it. Some states and cities have predictive scheduling or fair workweek laws for certain industries, such as retail and food service, that do.

Should the schedule show breaks?

It is good practice, especially in states that require meal or rest breaks at certain points in a shift.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

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