Employee Availability and Scheduling Worksheet for Coffee Shops

But that's not all! Our schedule also includes space for notes and special requests, so you can easily accommodate employee preferences and availability. Whether someone needs time off for a doctor's appointment or wants to switch shifts with a coworker, our printable schedule makes it easy to keep track of all the aspects of your employees' and staff's schedules.

And because we know how important it is to keep labor costs under control, our schedule also includes space for you to track hours and calculate labor costs. With just a few simple calculations, you can ensure that you stay within your budget and maximize your profits.

Don't let scheduling stress you out any longer. Invest in our printable employee schedule and timesheet and enjoy a more streamlined, efficient scheduling process in your coffee shop, bar, or restaurant. Your employees and your bottom line will thank you for it, too!

What Do I Need to Know Before I Purchase This Employee Timesheet?

In what formats will I be able to get this timesheet?

This product will be immediately available upon purchase as a digital download in Microsoft Excel format.

What are the Usage rights of this purchase?

You have unlimited private usage rights. Use it to your heart’s content. Build on it, adjust it, make it your own. With that said, this document is intended for your private use of your business venture and can not be shared, resold, or given in any form of intellectual transfer of information in some way created from this document beyond your own private usage without the direct written permission of Conscious Bean.

What’s the Return Policy?

If this product truly doesn’t meet your needs, we will return your original purchase price 100%.

Disclaimer: This document is a tool. The insights obtained are not intended as legal or financial advice. The creator and its constituents will not be held liable for any outcomes resulting from the material.

FAQ About Employee Scheduling

Why is employee scheduling so important for my coffee shop?

Employees are usually the most significant expense of a business. Understanding how much staff you need per shift will help reduce your business costs. 

Effective scheduling can also help you avoid understaffing, which can lead to poor customer service and lost revenue, as well as overstaffing, which can eat into your profits.

How can I create a schedule that works for everyone?

That's a tall order, but your efforts are admirable! To create a schedule that works for everyone, gather information about each employee's availability, preferences, and time-off requests. Then, use that information to build a fair and equitable schedule, considering each employee's needs and availability.

It can be difficult and time-consuming always to make everyone happy. Still, we can deploy a range of strategies to create some structure, including giving the best shifts to the most capable staff and giving hours (or lack thereof) based on the caliber of effort and work while on the job. 

How often should I update my employee schedule?

There's no hard rule, but many cafes run on a two-week schedule; some assemble a whole month, and others do it weekly. There are always many moving parts, and having the right staff who understand how to do the work properly can vary daily. The scheduler is constantly up against employees' doctor's appointments, school, and many other factors, making an efficient employee schedule complex. Finding the right fit for your business will help you stay on top of any changes in employee availability, unexpected absences, or changes in customer demand. Regularly updating your schedule enables you to communicate important information to your employees promptly.

What should I do if an employee can't work their scheduled shift?

It cannot be easy to accommodate your team's needs while ensuring your shop runs effectively. While we want to be there for our team members, we also want to ensure they are not leaving us high and dry. If they posted this need in their time off request or made their best efforts to inform you of this forthcoming need, then the correct thing is to give their time off need and fill someone else in their place. Another option is to discuss the work that needs to be done and devise a plan together to accomplish that work before or after the scheduling conflict. Usually, staff should be "on call" for any no-shows, meaning they should be available to work that shift if another employee isn't available. 

A no-call is grounds for termination or could necessitate a robust explanation of what happened as they caused harm to their whole team. Other strategies include employees finding replacements for themselves from the staff to "swap shifts." There can still be consequences if the swap isn't requested or approved.

Clearly defined schedule policies and regulations will help stabilize your scheduling, sanity, and business. 

How can I track employee hours and manage labor costs?

There are a range of options to track employee hours and manage labor costs. A low-cost option is a Printable Timesheet and Scheduling Calendar that your team can fill out and keep up to date, especially effective for small businesses with a handful of employees. 

If you have a larger crew, say 15 or more, you may want a digital system to track your scheduling and labor. You can pay a monthly fee to use third-party software often baked into the POS system. If you still need to open your business, you may benefit from an employee and labor cost estimator, which can calculate the difference.