Clinic Staff Duty Roster (Excel)
Plan the whole month's shifts for nurses, receptionists, pharmacists, technicians and attendants on one sheet. Type a shift code in each day's cell; the roster counts each person's duties, nights, offs and hours, counts how many people are on each shift every day and turns the day red when a shift has fewer people than your minimum.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Name | Role | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 |
| Su | Mo | Tu | We | Th | Fr | Sa | Su | Mo | Tu | We | Th | Fr | Sa | ||
| Nisha Thomas | Nurse | M | OFF | E | E | N | N | M | M | OFF | E | E | N | N | M |
| Priya Rani | Nurse | E | E | OFF | N | M | M | M | E | E | OFF | N | M | L | L |
| Jaspreet Kaur | Nurse | N | N | M | OFF | M | E | E | N | N | M | OFF | M | E | E |
| Anil Masih | Nurse | M | M | M | E | OFF | N | N | M | M | M | E | OFF | N | N |
| Rekha Sharma | Receptionist | OFF | M | M | M | M | M | M | OFF | E | E | E | E | E | E |
| Deepak Kumar | Receptionist | E | E | E | E | E | OFF | E | M | M | M | M | M | OFF | M |
| Vikas Jain | Pharmacist | OFF | G | G | G | G | G | G | OFF | G | G | G | G | G | G |
What's inside
- Settings: month, shift codes with their timings and hours (M morning, E evening, N night, G general, OFF, L leave) and the minimum staff needed per shift
- Staff sheet: name, role, phone and weekly off day for up to 40 staff
- Roster sheet: one row per staff member and one column per day, dates and weekdays fill in from the month, Sundays shaded
- Per person: mornings, evenings, nights, general shifts, offs, leaves and total hours for the month
- Per day: number on morning, evening and night shift, with red cells when a shift is short-staffed
- Prints on one A4 sheet in landscape for the notice board
How to use it
- On the Settings sheet type the first day of the month and check the shift codes, timings and hours. Set the minimum number of staff each shift needs.
- On the Staff sheet list your staff with their role and phone.
- On the Roster sheet the names come in from the Staff sheet. Type or pick a shift code (M, E, N, G, OFF, L) in each day's cell.
- Check the rows at the bottom: any red cell means that shift is short on that day. Move someone or call in relief.
- Check each person's hours and night count on the right so duties are shared fairly.
- Print the roster (it is set to landscape A4) and put it on the notice board. Save a copy for each month.
Tips
- Keep a person's night duties together and give an OFF day after a run of nights.
- Changes after printing: update the file and reprint, so the board and the file always match.
- Staff phone numbers are personal data: print the roster without the Staff sheet if it goes on a public board.
- This is an admin and record-keeping template. It holds no medical advice and does not replace your clinic's medical records or software.
Questions and answers
Can I add my own shift codes?
Yes. Change a code, its timing and its hours on the Settings sheet. The drop-down and the hour count use the new code. The day-wise staff count looks at the first three codes (morning, evening and night).
Does it count overtime?
It totals the hours of every shift worked in the month. Compare that with the hours each person is due under your staff policy to see extra hours.
What does a red cell at the bottom mean?
Fewer people are on that shift that day than the minimum you set on the Settings sheet.