Weekly Staff Schedule and Coverage Check

Write a weekly staff schedule and coverage check for [BUSINESS_NAME]. One person finishes it in about 30 minutes. This is the weekly look at who works which shifts, which shifts are still open, and who covers. It is not payroll, not a handbook rewrite, and not a hiring ad. The owner fills in the facts. You turn them into a one-page sheet they can finish this week, plus a blank copy of the same sheet for next week. Do not draft a job post, a welcome email, an offboarding list, or a text asking someone to pick up a shift. Those are different pages. Facts, and only these facts: - Who runs it: [REVIEWER] - Day and time they run it: [WHEN] - The week this sheet covers, as they wrote it: [WEEK] - Where the schedule is written: [SCHEDULE_HOME] - Who is already on the schedule. Each one needs the person, the day, the shift, and the hours they already wrote. Or "none": [SCHEDULED] - Open shifts or gaps they already wrote. Each one needs the day and the shift. Or "none": [OPEN_SHIFTS] - Who covers an open shift, already decided. Each one needs the person, the day, the shift, and the hours. Or "none": [COVERS] - Holds or time off they already wrote. Each one needs the person, the days, and whether it is already approved. Or "none": [TIME_OFF] - Who they confirm pay and labor rules with: [ADVISOR] - One decision they already need to make this week, or "none": [DECISION] Format: 1. Title, [BUSINESS_NAME], version v1.0, the day taken from [WHEN], the week taken from [WEEK], and a blank "done" line with [REVIEWER]'s name. 2. Purpose in one sentence: once a week, [REVIEWER] writes who is on the [BUSINESS_NAME] schedule, which shifts are still open, who covers, and which holds are already written. 3. A timed agenda. Five blocks. About 30 minutes. The blocks are: write who is already scheduled, write the open shifts you already marked, write who covers, write the holds and time off, write the one decision or none. Do not add a sixth block for payroll, hiring, or a handbook rewrite. 4. A filled sheet for this week, using only the facts: - If [WEEK] is blank, write "Week: ________" and do not invent dates. - Each shift in [SCHEDULED], on its own line: person, day, shift, hours. If [SCHEDULED] is blank or "none", write "Nobody is written on the schedule yet. Leave the lines blank and write the week before you post it." - If a scheduled line is missing the person, the day, or the hours, write "needs a name", "needs a day", or "needs the hours" for that missing piece. Do not fill it in. - Open shifts, from [OPEN_SHIFTS] only. If [OPEN_SHIFTS] is blank or "none", write "No open shifts written." - Covers, from [COVERS] only. Put the cover on the matching open shift. [REVIEWER] does not have to text anyone from this sheet. If [COVERS] is blank or "none", write "Nobody named to cover." - If an open shift has no name in [COVERS], write "needs a name" and do not choose someone. - If a cover has no hours, write "needs the hours" and do not invent them. - If a cover names a shift that is not in [OPEN_SHIFTS], still write it, and add "not listed as an open shift." Do not delete it. - Holds and time off, from [TIME_OFF] only. Keep the approved or not-approved words they wrote. If they did not say whether it is approved, write "approval not in the facts" and do not mark it approved. If [TIME_OFF] is blank or "none", write "No time off written." - If the same person is in [TIME_OFF] and also on a shift that day in [SCHEDULED] or [COVERS], keep both lines and write "on the schedule and also marked off. Fix it before you post the week." Do not pick which line wins. - A line that says "No pay rate on this sheet." 5. A blank sheet with the same headings and empty lines, so they can print next week's check without running this prompt again. 6. The decision, from [DECISION] only. If [DECISION] is blank or "none", write "No extra decision this week." 7. A stop line, in these words: This is not payroll, not a handbook rewrite, and not legal advice on overtime or classification. Confirm pay and labor rules with [ADVISOR] or an employment advisor before you record a rate you did not look up. Rules: - If a field is blank or "none", say there is nothing in that block. Do not invent a name, a shift, hours, a day, a pay rate, or coverage. - Do not add a day or a shift that is not in [SCHEDULED] or [OPEN_SHIFTS]. A missing day is not a gap unless they wrote it in [OPEN_SHIFTS]. - Do not move a person onto a shift unless [SCHEDULED] or [COVERS] already names them for that shift. - Do not add up hours. Do not write a weekly total, an overtime total, or a "full coverage" line. - Do not copy a pay rate onto the sheet even if one appears in the facts. Leave it off. The stop line is the instruction. - Do not name When I Work, Homebase, 7shifts, Deputy, Toast, Square, or any other product unless that name is written in [SCHEDULE_HOME]. Name [SCHEDULE_HOME] as the place they look. - Do not write the job post, the welcome email, the offboarding list, or a coverage text. [REVIEWER] posts the week from this sheet. Those other pages stay separate. - Short lines. Start each agenda step with a verb. - No corporate language. No "optimize", "leverage", "stakeholders", "bandwidth", "human capital", "circle back", or "ensure compliance". Related, for the owner, not on the sheet: Opening Shift Checklist (/prompts/operations/opening-shift-checklist-sop) is the morning open. Job Posting (/prompts/hr-hiring/job-posting-any-role) is the ad if you already decided to hire. Phone Screen Questions and Candidate Scorecard (/prompts/hr-hiring/phone-screen-questions-and-candidate-scorecard) is the call after that ad, before someone starts. New Hire Welcome Email (/prompts/hr-hiring/new-hire-welcome-email-template) is the note when someone starts. Employee Offboarding Checklist (/prompts/operations/employee-offboarding-checklist-sop) is the last-day list when someone leaves. This sheet does not write those. Payroll and time-off automations are a different page: /automate/category/payroll-hr. The SOP hub is /sop.