Work Schedule Template

You’re deep in your day when someone asks, “Who’s on for Friday's morning shift?” You pause. You’re not sure. Is it Jamie? Or did Priya take that one? You open a spreadsheet. Then, your email. Then Slack. The answer is probably somewhere in there, but finding it slows everything down.

That’s where Asana’s work schedule template helps. Assign shifts by name. See who’s available, when, and where. Catch gaps before they cause problems. You can even integrate this template with other tools, such as Slack or Gmail. Whether you’re looking at a daily schedule or planning the month ahead, it’s all in one place and always up to date.

Who benefits from this work schedule template?

We’ve watched teams waste hours every week just trying to figure out who’s working when. That’s why we created this work schedule template to simplify the process. Whether you're managing hourly shifts at a local café or coordinating project timelines in a marketing department, having a smart schedule maker that automates tasks and syncs instantly makes work more efficient.

This work schedule template is ideal for:

• Shift managers planning weekly employee schedules with defined start and end times.

• HR teams tracking time off, availability, and labor costs across departments.

• Freelance coordinators or agencies managing multiple contractors and time zones.

• Operations leads creating daily and monthly work schedules to ensure coverage.

• Teams managing rotating shifts, remote workers, or flexible work arrangements.

By centralizing work hours, daily tasks, and availability in a single template, teams gain a clearer picture of their week.

Why use Asana's work schedule template?

One retail client switched from a printable employee work schedule template to Asana's digital version. They now track shifts, time-off requests, and role coverage in one workspace. As a result, they've cut weekly scheduling time in half and reduced labor overlap.

With Asana's work schedule template, you can:

• Reduce manual entry by automating shift assignments and updates.

• Visualize weekly, daily, or monthly schedules using Timeline View or Calendar.

• Track employee availability, total hours, and scheduling conflicts in real time.

• Standardize shift scheduling by using templates with repeatable weekly plans.

• Integrate time-tracking and communication tools to create a collaborative scheduling process.

How to use this work schedule template

Every Asana template is designed to help you get started faster. This one comes preloaded with fields and views that simplify scheduling across teams, roles, and time zones. Use it as-is, or customize it to fit your specific workflow.

Want more options? Explore Asana’s full library of templates to find solutions for every aspect of work management.

1. Duplicate the work schedule template.

Click "Use template" to create your schedule. Rename it based on your team or timeframe, such as "July 2025 Shift Schedule."

2. Add employee names and roles.

Use custom fields to indicate department, location, or position. Assign each task (shift) to the corresponding employee.

3. Set days and times.

Define the days of the week each employee works. Add start and end times as due dates and times.

4. Track time off and availability.

Use tags or sections to indicate time-off requests, training sessions, or flex days.

5. Visualize and adjust.

Use Calendar or Timeline View to quickly spot gaps, conflicts, or overages in your weekly schedule.

Asana time management features

Asana’s features simplify complex workflows with tools that improve clarity, automation, and teamwork. Here are our favorite time management features that can speed up and scale your scheduling process.

To explore all Asana features, visit Asana's features page.

Timeline View: Plan and view your team's weekly schedule in a Gantt-style layout. Spot overlaps or gaps at a glance.

Custom Fields: Track employee roles, shift types, or locations right inside each task. This makes it easy to sort or filter your schedule.

Automation Rules: Automatically assign shifts, notify employees of changes, or flag overtime using simple automation rules.

Calendar View: View schedules day by day, see coverage per shift and make drag-and-drop adjustments easily.

Forms: Standardize the process for submitting and routing time-off requests and updates to availability.

Recommended integrations

Asana integrates with your existing tools, so you’re not switching between platforms to complete a task. Here are some of our top integrations to help teams manage employee work schedules within this template.

Want to see what else connects with Asana? Check out the full list of integrations to discover tools that can streamline your workflow even further.

Google Calendar: Sync your Asana schedule to your calendar app to stay on top of shifts and meetings.

Slack: Send automatic shift reminders or schedule updates to team channels.

Harvest: Track hours worked directly from your Asana tasks to support payroll or project budgeting.

Google Drive: Store and share employee docs, training manuals, or scheduling guidelines alongside your template.

Timely: Log hours automatically and get visual overviews of how team members spend time.

Time Doctor: Monitor productivity, track time per task, and generate detailed work reports.

Everhour: Keep track of time and budgets directly from your work schedule template.

TimeCamp: Combine task and time management with insights into billable hours and performance.

Zapier: Automate repetitive scheduling steps like sending emails or eliminating the need to manually log timesheets in clunky tools like Google Sheets.

FAQs about work schedule template