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▶Employee Schedule, PTO & Payroll Manager
The schedule, the time off and what payday costs. One file, not three.
Most small businesses run the schedule in one file, time off in another and payroll in a third. None of them knows about the others, so the schedule gets posted before anybody works out what it costs, and the request that was approved in July gets scheduled over in October.
- A schedule that prices itself as you type it: hours, dollars, overtime and share of sales, live
- Time-off clashes caught at scheduling time, colored red in the grid and counted per person
- PTO that accrues on hours worked or on a fixed annual grant, with a carryover cap and a free-to-book figure
- A payroll run off the hours actually worked: regular, overtime, paid time off, gross and the employer share
- Attendance on a rolling ninety-day count and a certificate log that turns before the card expires
Overview
The schedule, the time off and what payday costs. One file, not three.
Most small businesses run the schedule in one file, time off in another and payroll in a third. None of them knows about the others, so the schedule gets posted before anybody works out what it costs, and the request that was approved in July gets scheduled over in October.
This is one file for all three jobs. Write a shift and the labor cost, the overtime hours and the time-off clash all move on the same keystroke. In the shipped sample a nine-person week comes to 306 hours and $6,674, which is 33.7 percent of the sales target, with three people over forty hours, $227 of overtime premium and one time-off clash caught before the schedule went up. Start one Saturday shift four hours later and the premium falls to $175, because those four hours were overtime rather than straight time.
What's Included
One workbook, 12 connected tabs, room for 25 people:
- One ZIP with the workbook in four color editions plus the three-color bundle
- A two-page Quick-Start PDF: the four things to do first, what every tab is for, and the honest warnings
- A START-HERE file naming which file to open and how the colorways work
- A worked nine-person business on every tab, so nothing is blank until you type your own
- A link to the narrated video tutorial that sets the file up step by step
Key Benefits
Why this one
Every shift is priced at that person's rate as you type it, with overtime split out at your own multiplier. The cost tab reports the week's hours, its dollars, its share of your sales figure and the number of clashes in it. Thursday afternoon, while the schedule can still be changed, instead of the fifteenth of next month.
A shift written on a day already approved off is colored red and counted per person. A request that is only requested changes nothing anywhere; nothing moves until the status reads Approved. That one rule is why the approvals stay honest.
The overtime column turns amber the moment somebody crosses the line you set on Setup. The sample week runs $227 of overtime premium across three people; moving one Saturday shift four hours later takes $52 straight off it, because overtime hours cost half as much again.
Carried in, earned this year, taken, booked ahead and free to book, per person, with a carryover cap flag. The sample carries 216 hours on the books, worth $4,616 at current rates, which is a liability most owners never see until somebody leaves.
The payroll run works from the hours actually logged: regular, overtime at your multiplier, paid time off, gross pay and an estimate of the employer's share. It is not payroll software and it files nothing; it is the number you need before payday, not after.
A short attendance log with a rolling ninety-day count that lands back on the team tab, and a certificate log that starts saying Renew now sixty days before the card expires. In the sample one card has already expired and another has two days left.
Who It's For
Built for
- A cafe, salon, shop, clinic front desk, kitchen or crew with roughly four to twenty-five hourly people
- Owners writing the schedule themselves on a Thursday afternoon
- Anyone who has approved time off in writing and then scheduled over it
- Anyone who wants the labor number before payday rather than after it
How It Works
Up and running in minutes
Open Setup: the week you are scheduling, the hours at which overtime starts and the multiplier it pays, your time-off policy and carryover cap, and your pay period.
Names, roles, hourly rates, hire dates and target hours. Every other tab reads the names out of that one column.
In, out and the unpaid break in minutes, with a blank day for a day off. An out time earlier than the in time is read as an overnight shift.
Clashes should read zero and the share of sales should be a number you are happy with. Move a shift and watch all three figures follow.
Log the hours actually worked on Timesheet and the payroll run gives you regular, overtime, paid time off, gross and the employer estimate.
Why It's Different
Not another template
Page one of any search gives you a schedule template, a PTO tracker and a payroll calculator, and they are three files that do not know about each other. The gap is not another grid. It is one set of data behind all three, so a shift dropped on a Tuesday moves the cost, the overtime and the clash at once, and the answer arrives while the schedule can still be changed.
Delivery & Compatibility
Instant, and it opens in what you already use
As soon as your order is complete you get instant access to download the ZIP: the workbook in four color editions, the three-color bundle, a two-page Quick-Start PDF and a START-HERE file.
One ZIP, instant download. Portable formulas only — no macros, no add-ons, no account and nothing to cancel. Opens in Microsoft Excel (2016 or later, Mac or PC) and Google Sheets; to use Sheets, upload the .xlsx to Drive and open it with Sheets. Apple Numbers opens it too. The four colorways are the same workbook: pick one and stay in it.
FAQ
Questions, answered
Is this payroll software?
No. It works out gross pay and an estimate of the employer's share so you know what payday costs before it arrives. It withholds nothing and files nothing; that stays with your payroll provider or your accountant.
How many people fit?
Twenty-five rows on every tab that needs them: team, schedule, balances, timesheet and payroll.
How is overtime counted?
By the week, above the figure you set, at the multiplier you set. That is the federal floor; several states also count by the day and a few have a seventh-consecutive-day rule, so check your own state before you rely on a number.
Will it work in Google Sheets?
Yes. Every formula is portable. Upload the .xlsx to Google Drive and open it with Sheets; formulas and dropdowns carry over.
For business record-keeping. A scheduling and cost tool that calculates from the numbers you enter; not payroll, tax, HR or legal advice, and not a filing of any kind. Overtime, sick leave and time-off rules vary by state and sometimes by city. The workbook ships with an invented nine-person business so every tab has something in it; delete it and type your own.
