Retail store weekly schedule template
A retail store weekly schedule template needs one row per employee, one column per day with start and end times, the unpaid meal break, and a weekly total checked against 40 hours. The filled-in example below shows a store open 10 a.m. to 8 p.m. Monday to Saturday and 11 a.m. to 6 p.m. Sunday, with the math for every total.
Copy the table into a spreadsheet, replace the names and times, and keep the two check columns at the end.
The template, filled in
Hours are net of a 30-minute unpaid meal on shifts of 6 hours or more (a house rule in this example, not a federal requirement).
| Employee (role) | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Week total | Check |
|---|---|---|---|---|---|---|---|---|---|
| Ana (manager) | 9:30–6:00 (8) | 9:30–6:00 (8) | Off | 11:30–8:15 (8.25) | 11:30–8:15 (8.25) | 9:30–6:00 (8) | Off | 40.5 | Over 40 |
| Ben (sales) | 2:00–8:15 (5.75) | 2:00–8:15 (5.75) | 9:30–6:00 (8) | Off | Off | 12:00–8:15 (7.75) | 10:30–6:15 (7.25) | 34.5 | OK |
| Cara, age 16 (sales) | Off | Off | Off | Off | Off | 10:00–4:00 (5.5) | 10:30–4:00 (5.5) | 11 | OK |
| Dev, age 15 (stock) | Off | Off | Off | Off | 4:00–7:00 (3) | 10:00–4:00 (5.5) | Off | 8.5 | Minor rules OK |
How the totals were calculated
- Ana: 8 + 8 + 8.25 + 8.25 + 8 = 40.5 hours. Under the FLSA, hours over 40 in a workweek are paid at not less than 1.5 times the regular rate (DOL). Cut 30 minutes or budget 0.5 overtime hours.
- Ben: 5.75 + 5.75 + 8 + 7.75 + 7.25 = 34.5 hours.
- Cara: 5.5 + 5.5 = 11 hours. Under federal law, 16- and 17-year-olds may work unlimited hours in non-hazardous jobs (DOL Fact Sheet #43).
- Dev: 3 + 5.5 = 8.5 hours. The Friday shift is 3 hours and ends at 7 p.m., inside the federal limits for 14- and 15-year-olds listed below.
Coverage check row (add under the template)
| Hour block | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Open | Ana | Ana | Ben | (gap) | (gap) | Ana, Cara, Dev | Ben, Cara |
| Close | Ben | Ben | (gap) | Ana | Ana | Ben | Ben |
Every "(gap)" is a block with no one scheduled. With four people this store cannot cover every open and close; the template makes that visible before the week starts, not on the day.
Federal rules the template has to respect
| Rule | Limit | Source |
|---|---|---|
| Overtime | Over 40 hours in a fixed 168-hour workweek; no averaging across weeks | Fact Sheet #23 |
| Ages 14–15, school day | No more than 3 hours, including Fridays | Fact Sheet #43 |
| Ages 14–15, non-school day | No more than 8 hours | Fact Sheet #43 |
| Ages 14–15, school week | No more than 18 hours | Fact Sheet #43 |
| Ages 14–15, non-school week | No more than 40 hours | Fact Sheet #43 |
| Ages 14–15, time of day | 7 a.m. to 7 p.m.; 9 p.m. from June 1 to Labor Day | Fact Sheet #43 |
| Short breaks | Not required; if given, breaks of about 5 to 20 minutes are paid work time | DOL breaks page |
| Meal periods | Not required; at least 30 minutes and fully relieved of duty is not work time | DOL breaks page |
| Keeping schedules | Work and time schedules kept for two years | Fact Sheet #21 |
States can be stricter on breaks and minors. Check your state labor department, and see rules for scheduling minors and scheduling part-time employees.
Before you publish: 6 checks
- Every week total is 40 or less, or the overtime is budgeted.
- Every open and close block has a keyholder.
- Approved time off is blank on the grid.
- Each minor's row passes the five Fact Sheet #43 limits.
- The schedule goes out on the same day each week (see how far in advance to post).
- Last week's schedule is saved, not overwritten.
If you run this template for more than one store, Assistlify can build the same weekly grid from staff availability and approved time off and publish it to each location's team.
This is general information, not legal advice. Check your state labor department for current rules.
This is general information, not legal advice. Check your state labor department for current rules.
Questions
What should a retail weekly schedule include?
Each employee's start and end time per day, unpaid meal breaks, a weekly hour total checked against 40 hours, and open and close coverage for every day.
How many hours can a 15-year-old work on a school day?
No more than 3 hours on a school day, including Fridays, between 7 a.m. and 7 p.m., under DOL Fact Sheet #43; the evening limit is 9 p.m. from June 1 to Labor Day.
Do I have to give retail employees breaks?
Federal law does not require meal or rest breaks, but short breaks of about 5 to 20 minutes that you do give count as paid work time (US DOL). State laws can add break rules.
How long should I keep old work schedules?
Two years: DOL Fact Sheet #21 lists work and time schedules among the records on which wage computations are based.
Sources
- US DOL Wage and Hour Division: Fair Labor Standards Act (checked 2026-11-12)
- US DOL Fact Sheet #23: Overtime Pay Requirements of the FLSA (revised October 2019) (checked 2026-11-12)
- US DOL Fact Sheet #43: Child Labor Provisions for Nonagricultural Occupations (revised December 2016) (checked 2026-11-12)
- US DOL: Breaks and Meal Periods (checked 2026-11-12)
- US DOL Fact Sheet #21: Recordkeeping Requirements under the FLSA (revised July 2008) (checked 2026-11-12)