Spreadsheet

Volunteer Schedule & Shift Planner

A branded Excel shift planner for coordinating volunteers across days, shifts, and roles. Tracks who is assigned, flags open slots, and totals scheduled hours per volunteer.

Weekly & event shift grid
Open-slot coverage flags
Branded .xlsx workbook

Your organization name (optional)

Event or program name (optional)

Download your workbook

A branded Excel shift planner with a weekly grid, an event tab, and a per-volunteer hours summary.

How it works

Three steps, no sign-up

Download the planner

Get the branded Excel workbook with a shift grid and a per-volunteer hours summary.

Assign volunteers

Fill in volunteers by day, shift, and role. Empty cells make open slots easy to spot.

Check coverage

The summary tab totals scheduled hours per volunteer so you can balance the load and confirm coverage.

About the volunteer schedule & shift planner

Coordinating volunteers across shifts, roles, and days is a logistical puzzle — and open slots discovered at the last minute are every coordinator’s nightmare. A clear shift planner keeps everyone on the same page and makes coverage gaps obvious before they become problems.

This free, branded Excel planner lays out your week or event as a shift grid, tracks who is assigned to each role, flags open slots, and totals scheduled hours per volunteer. Print it, share it, or keep it as your master schedule.

FAQ

Frequently asked questions

How do I make a volunteer schedule?

List your shifts down one axis and your roles or days across the other, then assign volunteers to each cell. This template sets that grid up for you and totals hours automatically.

Can I use this for a one-day event?

Yes. Use the event tab to lay out shifts across a single day with the roles you need filled, and quickly see which slots are still open.

Does it track total hours per volunteer?

Yes. The summary view totals scheduled hours for each volunteer so you can avoid over-scheduling anyone and ensure fair distribution.

Is there a digital scheduling option?

The spreadsheet is great for getting started. If you outgrow it, VolunteerBadge offers volunteer management with scheduling, hour tracking, and screening in one place.

Keep going