GuidesEverywhereUpdated 6 October 2026
Build your team schedule in 30 minutes.
The goal of this method: half an hour a week, not a Sunday evening. It works on paper as well as in software.
In three lines
- 1.Start from your needs, not from people: how many staff, at what time, each day.
- 2.Create your shift templates once, then start from last week.
- 3.Place absences first, publish on a fixed day, and let the team propose swaps.
The method, step by step
1. Write down your needs
For each day, how many people you need and when: opening, the rush, closing. That is the backbone of the schedule.
In Novteam: the “Coverage / day” row shows how many people are scheduled each day.
2. Create your shift templates
Morning, evening, split shift: most weeks reuse the same hours. Give each one a short name and a colour.
In Novteam: shift templates are created once, with a code and a colour, then placed with a single tap.
3. Start from last week
A week often looks like the one before: copy it, then fix what changes.
In Novteam: “Copy previous week” creates a draft that you adjust.
4. Place absences first
Holidays, leave, training: put them in before the shifts, so you don’t schedule someone who is away. Take into account the availability of part-timers and extras.
In Novteam: approved leave is shown in the grid, and a shift placed on approved leave is refused. Declared availability is displayed, with a warning if you schedule outside it.
5. Check the hours and the cost
Before publishing, look at each person’s hours for the week and the total cost. Also check the rest periods and maximum working hours set by law and by your collective agreement.
In Novteam: each person’s scheduled hours are shown, and the month’s cost appears above the grid for people with access to salaries.
6. Publish, then let the team organise itself
Publish on a fixed day, for example every Thursday for the following week. After that, swaps go through you: an employee proposes, you approve.
In Novteam: everyone gets their schedule on their phone as soon as it is published. An employee can propose a swap or put their shift up for grabs; you are notified.
In Novteam
SchedulingQuestions
How far ahead should I publish the schedule?
Check whether your collective agreement or contracts set a notice period. If not, publish on a fixed day: everyone can plan ahead, and you get fewer questions.
Do I need software to build a schedule?
No. A spreadsheet is enough for a small team with fixed hours. Software becomes useful when the team needs the schedule on their phones, when swaps multiply, or when hours have to go to payroll. Our “Novteam vs Excel” comparison helps you choose.
What if someone calls in sick at the last minute?
Keep a list of people who are available. In Novteam, the employee puts their shift up for grabs and a colleague takes it from their phone; you are notified.
Tonight, it’s all sorted.
Schedule published, hours approved, instructions read. Try Novteam for 14 days, ready the same day.
Ready the same day · 14-day free trial · no credit card · no commitment · 5 languages