Employee Scheduling Workbook

If you have many employees to schedule, and want to be sure you're

assigning people only once per day, this workbook may help you.

In this workbook you can create a list of your employees' names.

From that list, select employees to work on a scheduled workday.
Once an employee has been assigned for the current day, his/her name
temporarily disappears from the list.

The workbook uses Data Validation, Named Ranges and formulas

to produce the results.

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 Set up the Names Sheet
1. On the Names sheet, starting in cell A2, enter the employees' names
2. Select cells B2 and C2, then double-click the fill handle
(the black box at bottom right of selected range)
This copies the formulas to the bottom of the name list.
3. Select from C2 to the last row in the name list (if the last employee name
is in row 16, select from C2 to C16)
4. Click in the Name Box (above the first column, to the left of the formula bar)
5. Type SchedNames then press the Enter key, to name the list.
Enter Dates on Schedule Sheet
1. On the Schedule sheet, cell F4, enter the date to be scheduled (cell is named SchedDate)
2. In column A, enter the date once for each employee that you need to work that day.
3. Select cells B2 and C2, then double-click the fill handle to copy the formulas
Assign the Employees
1. On the Schedule sheet, select names from the drop-down list in column B to
schedule employees to work that day
Names disappear from the list once they have been used.

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Employee Name & Date ShowName
Anne Anne40363

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Employee Work Schedule

Work Date Employee Name & Date

7/4/2010 Anne Anne40363 7/4/2010 <--Enter the date you wish to schedule

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wish to schedule

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Employee Work Schedule
7/4/2010 <--Enter date you wish to schedule
Work Date Employee Name & Date
Name and Date Check
7/4/2010 Anne Anne40363 Scheduling Date Cell
This formula combines the
7/4/2010 Chris Chris40363 employee name and the work This cell has been named (SchedDate) so it
7/4/2010 Del Del40363 date (as a serial number). is easier to use in formulas on the
worksheet.
7/4/2010 Les Les40363
=IF(B4<>"",B4&A4,"")
7/4/2010 Sam Sam40363 To name a cell or group of cells:
7/4/2010 If no name has been selected, 1. Select the cell(s)
this cell looks blank. 2. Click in the Name Box above the first
7/4/2010 column (to the left of the Formula Bar)
7/4/2010 3. Type a one-word name for the cell(s)
7/4/2010 4. Press the Enter key
7/4/2010 Data Validation:
7/4/2010 These cells have Data Validation activated. When a
7/4/2010 cell is selected, a drop-down arrow appears. The user
can select from a list of names.
Work Dates:
Dates are typed in this To activate Data Validation:
column. Enter the date 1. Select the cells.
once for each employee 2. Choose Data>Validation
that you need. In this 3. Choose Allow: List
example, 12 employees are 4. For the Source, type an equal sign, then the name
needed July 4th of the List: =SchedNames

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ate you wish to schedule

ng Date Cell
as been named (SchedDate) so it
o use in formulas on the
t.

a cell or group of cells:

he cell(s)
the Name Box above the first
o the left of the Formula Bar)
one-word name for the cell(s)
he Enter key

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Employee Name & Date ShowName
Names for Schedule Sheet:
Anne Anne40363 These names are used for the Data Validation list in
Bert Bert40363 Bert column B of Schedule sheet. The cells have been
Cathy Cathy40363 Cathy named: SchedNames
Chris Chris40363 If the name has been assigned for the current date it is
Del Del40363 blanked out of this list
Ernie Ernie40363 Ernie
If the name has NOT been assigned for the current
Fred Fred40363 Fred
date the employee name from Column A is shown.
Irv Irv40363 Irv
John John40363 John =IF(COUNTIF(Schedule!C:C,B2)>0,"",'Setup 2'!A2)
Lee Lee40363 Lee
Les Les40363
Pat Pat40363 Pat
Paulo Paulo40363 Paulo
Sam Sam40363
Name / Date Check:
This formula combines the employee name
Employee Names:
and the work date (from the named range -
Typed in list of employee
SchedDate - on the Schedule sheet).
names (you could use full
names instead)
=A15 & SchedDate

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