Staff coverage calculator
Set your trading hours, how many people each part of the day needs, and the shifts on the roster. Every half hour shows who is on against who is needed, so the gaps stand out.
| From | Needed | Rostered | Gap |
|---|---|---|---|
| 06:00 | 2 | 0 | -2 short |
| 06:30 | 2 | 0 | -2 short |
| 07:00 | 2 | 0 | -2 short |
| 07:30 | 2 | 0 | -2 short |
| 08:00 | 2 | 0 | -2 short |
| 08:30 | 2 | 0 | -2 short |
| 09:00 | 2 | 0 | -2 short |
| 09:30 | 2 | 0 | -2 short |
| 10:00 | 2 | 0 | -2 short |
| 10:30 | 2 | 0 | -2 short |
| 11:00 | 2 | 0 | -2 short |
| 11:30 | 2 | 0 | -2 short |
| 12:00 | 2 | 0 | -2 short |
| 12:30 | 2 | 0 | -2 short |
| 13:00 | 2 | 0 | -2 short |
| 13:30 | 2 | 0 | -2 short |
| 14:00 | 2 | 0 | -2 short |
| 14:30 | 2 | 0 | -2 short |
A worked example
A cafe open 06:00 to 15:00 that needs two people at opening, three through the morning, four over lunch and two at the end, rostered with three shifts.
| Period | Needed | Rostered | Gap |
|---|---|---|---|
| 06:00 to 07:00 | 2 | 1 | 1 short |
| 07:00 to 11:00 | 3 | 2 | 1 short |
| 11:00 to 14:00 | 4 | 3 | 1 short |
| 14:00 to 15:00 | 2 | 2 |
One more person from 06:00 to 14:00 closes every gap.
How it is worked out
For each half hour, rostered is the number of shifts that have started and not yet finished at its start, counting a shift past midnight on both sides. Needed is the highest number any busy period asks for at that time. The gap is rostered − needed.
What this tool cannot tell you
- How many people a period truly needs
- Breaks taken during shifts, which lower who is on at the time
- Skills and job titles: every person counts the same here
Questions
How do I work out how many people I need?
Start from the busy times you already know, such as sales by hour or bookings, and write down how many people each period takes. The first attempt is a guess worth correcting.
Does a shift past midnight count?
Yes. A shift from 22:00 to 02:00 counts in every half hour it covers, on both sides of midnight.
Why is a half hour showing more people than needed?
Usually because shifts overlap at a changeover. A short overlap is often deliberate. A long one every day is worth a look.