A shift schedule does one job: put the rotation, the codes, and the swaps on one sheet you can read half-asleep. This page has a complete shift work schedule template to print free: a two-week rotation calendar with D / N / O circles per day, a shift code legend with room for your own, a 12-week week-on / week-off tracker, and a six-row swap log with an approval checkbox. It works for any rotating shift calendar pattern you're on, because every cell is write-in. The weekly cleaning schedule covers the chores side; this one covers the weeks that don't run Monday to Friday. One page, A4 and US Letter.
How to use this page: print at 100% scale (the site chrome drops out on paper). Write the two week-starting dates at the top, circle D, N, or O for each day, and write the hours next to the circles if you track them. Tick ON or OFF for each of the 12 weeks as they're confirmed. Log a swap only after it's approved. New rotation, new sheet: print another.
The Monday row is filled in as an example so the mechanics are obvious at a glance: week one is a day shift with 8 hours written in, week two is a day off. Yours will differ, and that's the point. Circle the code for the shift you actually worked, not the one the roster said, because the record on paper is what you'll compare against the schedule later. The line next to the circles takes hours, start times, or a two-word note — whatever you want to find when you look back.
Matchbook Labs · free printable
Shift rotation calendar
| Day | Week of | Week of |
|---|---|---|
| MONexample | DNO8 | DNO |
| TUE | DNO | DNO |
| WED | DNO | DNO |
| THU | DNO | DNO |
| FRI | DNO | DNO |
| SAT | DNO | DNO |
| SUN | DNO | DNO |
Week on / week off — 12 weeks
Shift swap log — tick after approval
| date | with whom | approved ☐ |
| ☐ | ||
| ☐ | ||
| ☐ | ||
| ☐ | ||
| ☐ | ||
| ☐ |
Schedule template only — verify schedule rules with your employer.
Fits A4 and US Letter at 100%. Grayscale prints fine.
Rotation schedules run on weeks, not dates, which is why the tracker counts WK 1 through WK 12 instead of naming months. Tick ON or OFF for each week as it gets confirmed, and the box turns the roster's pattern into a line you can point at: week 4 off, week 5 on, and so on. When someone asks "when are you actually free?", the answer is on the sheet instead of half-remembered. A four-week rotation still fits: weeks 1–4 carry the pattern, weeks 5–12 repeat it, and the ticks show whether the repeats matched the plan.
The swap log has six rows and three columns: the date of the swap, who you swapped with, and an approval checkbox. The checkbox comes last on purpose. A swap agreed in a hallway and confirmed by nobody is a schedule conflict waiting to happen, so the tick goes in only after the approval comes through. Whoever approves swaps on your roster, that's the step that makes the row real. Six rows covers most months; if you run out, that's worth knowing too, and the care coordination log takes a similar approach to handoffs: write it down, then confirm it.
Opinions from printing and running this sheet, take or leave:
Every workplace runs its own rules: how swaps get approved, how night shifts are paid, how much notice a schedule change needs. This template records what happened and nothing more — it doesn't decide who owes whom a shift, and it doesn't override anything. Verify schedule rules with your employer, write the ones that apply to you at the top of your own sheet, and let the circles and checkboxes do the tracking.
Get the full 18-page Shift Worker Planner — →Rotation calendar, 31-day D/N/O pattern tracker, sleep log, payroll hours, overtime, meal prep. A4 + US Letter, write-in by design.