assign emp

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Employee Scheduling Workbook

If you have many employees to schedule, and want to be sure you'reassigning people only once per day, this workbook may help you.

In this workbook you can create a list of your employees' names.From that list, select employees to work on a scheduled workday.Once an employee has been assigned for the current day, his/her nametemporarily disappears from the list.

The workbook uses Data Validation, Named Ranges and formulasto produce the results.


Set up the Names Sheet1. On the Names sheet, starting in cell A2, enter the employees' names

2. Select cells B2 and C2, then double-click the fill handle (the black box at bottom right of selected range)

This copies the formulas to the bottom of the name list.

3. Select from C2 to the last row in the name list (if the last employee nameis in row 16, select from C2 to C16)

4. Click in the Name Box (above the first column, to the left of the formula bar)5. Type SchedNames then press the Enter key, to name the list.

Enter Dates on Schedule Sheet1. On the Schedule sheet, cell F4, enter the date to be scheduled (cell is named SchedDate)

2. In column A, enter the date once for each employee that you need to work that day.

3. Select cells B2 and C2, then double-click the fill handle to copy the formulas

Assign the Employees1. On the Schedule sheet, select names from the drop-down list in column B to

schedule employees to work that dayNames disappear from the list once they have been used.


Employee Name & Date ShowNameAnne Anne40363


Employee Work Schedule

Work Date Employee Name & Date7/4/2010 Anne Anne40363 7/4/2010 <--Enter the date you wish to schedule


<--Enter the date you wish to schedule


Employee Work Schedule7/4/2010 <--Enter date you wish to schedule

Work Date Employee Name & Date7/4/2010 Anne Anne403637/4/2010 Chris Chris403637/4/2010 Del Del403637/4/2010 Les Les403637/4/2010 Sam Sam403637/4/20107/4/20107/4/20107/4/20107/4/20107/4/20107/4/2010

Scheduling Date CellThis cell has been named (SchedDate) so it is easier to use in formulas on the worksheet.

To name a cell or group of cells:1. Select the cell(s)2. Click in the Name Box above the first column (to the left of the Formula Bar)3. Type a one-word name for the cell(s)4. Press the Enter key

Name and Date CheckThis formula combines the employee name and the work date (as a serial number).

=IF(B4<>"",B4&A4,"")

If no name has been selected, this cell looks blank.

Data Validation:These cells have Data Validation activated. When a cell is selected, a drop-down arrow appears. The user can select from a list of names.

To activate Data Validation:1. Select the cells.2. Choose Data>Validation3. Choose Allow: List4. For the Source, type an equal sign, then the name of the List: =SchedNames

Work Dates:Dates are typed in this column. Enter the date once for each employee that you need. In this example, 12 employees are needed July 4th

G2

Scheduling Date Cell This cell has been named (SchedDate) so it is easier to use in formulas on the worksheet. To name a cell or group of cells: 1. Select the cell(s) 2. Click in the Name Box above the first column (to the left of the Formula Bar) 3. Type a one-word name for the cell(s) 4. Press the Enter key

C4

Name and Date Check This formula combines the employee name and the work date (as a serial number). =IF(B4<>"",B4&A4,"") If no name has been selected, this cell looks blank.

A15

Work Dates: Dates are typed in this column. Enter the date once for each employee that you need. In this example, 12 employees are needed July 4th

B15

Data Validation: These cells have Data Validation activated. When a cell is selected, a drop-down arrow appears. The user can select from a list of names. To activate Data Validation: 1. Select the cells. 2. Choose Data>Validation 3. Choose Allow: List 4. For the Source, type an equal sign, then the name of the List: =SchedNames


<--Enter date you wish to schedule

Scheduling Date CellThis cell has been named (SchedDate) so it is easier to use in formulas on the worksheet.

To name a cell or group of cells:1. Select the cell(s)2. Click in the Name Box above the first column (to the left of the Formula Bar)3. Type a one-word name for the cell(s)4. Press the Enter key


Employee Name & Date ShowNameAnne Anne40363Bert Bert40363 BertCathy Cathy40363 CathyChris Chris40363Del Del40363Ernie Ernie40363 ErnieFred Fred40363 FredIrv Irv40363 IrvJohn John40363 JohnLee Lee40363 LeeLes Les40363Pat Pat40363 PatPaulo Paulo40363 PauloSam Sam40363

Names for Schedule Sheet:These names are used for the Data Validation list in column B of Schedule sheet. The cells have been named: SchedNames

If the name has been assigned for the current date it is blanked out of this list

If the name has NOT been assigned for the current date the employee name from Column A is shown.

=IF(COUNTIF(Schedule!C:C,B2)>0,"",'Setup 2'!A2)

Name / Date Check:This formula combines the employee name and the work date (from the named range - SchedDate - on the Schedule sheet).

=A15 & SchedDate

Employee Names:Typed in list of employee names (you could use full names instead)

C2

Names for Schedule Sheet: These names are used for the Data Validation list in column B of Schedule sheet. The cells have been named: SchedNames If the name has been assigned for the current date it is blanked out of this list If the name has NOT been assigned for the current date the employee name from Column A is shown. =IF(COUNTIF(Schedule!C:C,B2)>0,"",'Setup 2'!A2)

A15

Employee Names: Typed in list of employee names (you could use full names instead)

B15

Name / Date Check: This formula combines the employee name and the work date (from the named range - SchedDate - on the Schedule sheet). =A15 & SchedDate

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