One row per officer per shift, across every event you cover: start, end, unpaid break, hours, who is confirmed, which posts are still open and what each shift costs at an hourly rate. Every shift checks the officer's license expiry against the shift date.
What is inside
Saturday of the sample festival weekend, as it appears in the file. Grey columns are formulas.
| Date | Role | Start | End | Break (min) | Hours | Officer | Status | License check | Labor cost |
|---|---|---|---|---|---|---|---|---|---|
| Sat, Nov 14 | Supervisor | 11:00 AM | 12:00 AM | 60 | 12.00 | Darnell Hayes | Confirmed | OK | $240.00 |
| Sat, Nov 14 | Crowd manager | 12:00 PM | 11:30 PM | 60 | 10.50 | Carlos Rivera | Confirmed | OK | $210.00 |
| Sat, Nov 14 | Security officer | 12:00 PM | 11:30 PM | 60 | 10.50 | Rosa Mendez | Confirmed | OK | $210.00 |
| Sat, Nov 14 | Security officer | 12:00 PM | 11:30 PM | 60 | 10.50 | Kevin Ward | Confirmed | Expired on shift date | $210.00 |
| Sat, Nov 14 | Security officer | 12:00 PM | 11:30 PM | 60 | 10.50 | Brandon Lee | Confirmed | OK | $210.00 |
| Sat, Nov 14 | Security officer | 12:00 PM | 11:30 PM | 60 | 10.50 | (open post) | Open | $210.00 | |
| Sat, Nov 14 | Door staff | 1:00 PM | 11:00 PM | 30 | 9.50 | Aisha Johnson | Confirmed | OK | $190.00 |
| Sat, Nov 14 | Door staff | 1:00 PM | 11:00 PM | 30 | 9.50 | Isaiah Grant | Confirmed | OK | $190.00 |
| Sat, Nov 14 | Steward | 1:00 PM | 11:00 PM | 30 | 9.50 | Tamika Brooks | Confirmed | OK | $190.00 |
| Sat, Nov 14 | Steward | 1:00 PM | 11:00 PM | 30 | 9.50 | Jordan Fisher | Offered | OK | $190.00 |
| Sat, Nov 14 | Bag check | 12:00 PM | 8:00 PM | 30 | 7.50 | Mei Chen | Confirmed | OK | $150.00 |
Coverage tab
39 of the 44 posts in the sample are filled (89%), and the 5 short lines are flagged by name.
Hours tab
Darnell Hayes reaches 41 hours in the week of November 9: 1 hour over 40, flagged before payroll.
Roster tab
Each officer's next license expiry, the days left, and a status that turns amber 30 days out and red once expired.
Most security companies schedule events on a grid of posts and a number of officers. It works until the Friday before a festival, when nobody can say which officers confirmed or whose guard license runs out next week. This template is built the other way round: one row per officer per shift. An unfilled post is a row with no name and the status Open, so it gets counted instead of forgotten.
Four tabs do the checking. Roster keeps each officer's licenses with expiry dates (amber within 30 days, red once expired). Shifts computes hours past midnight included, the labor cost at the hourly rate and a license check against the shift date. Coverage compares what the client ordered with who is confirmed. Hours adds every officer's shifts per workweek across all your clients and flags overtime before payroll.
The sample is a fictional Dallas event security company on a busy week: a home show, a high school playoff game, a three-day music festival, an arena concert and a black-tie gala. Pay is $20 an hour throughout, so every total is easy to check.
Excel 2019 or later and Microsoft 365 open the .xlsx as is. In Google Sheets, use File > Import > Upload with the .xlsx: formulas, dropdowns and colors come with it. The CSV holds the shift list alone.
One row per officer on the Roster tab: primary role, phone, tier, city and up to two licenses or certificates with their expiry dates. These names feed the Officer dropdown on Shifts.
Date, event, role and how many officers the client ordered. The tab counts the Confirmed and Completed shifts for the same line and says Covered or Short.
On Shifts: date, event, venue, role, start, end and the unpaid break in minutes. Hours and labor cost fill themselves, shifts past midnight included. A post nobody has yet is a row with an empty Officer and the status Open.
Every shift compares the officer's earliest license expiry with the shift date: OK, Expired on shift date, No license on file or Not on the roster. Fix the red rows before you publish the schedule.
Set the first day of your workweek. The tab adds every officer's shifts across all your clients and flags anyone over 40 hours in a week or over 8 hours in a day.
A license that is valid today can expire before Saturday. The License check column compares each officer's expiry with the date of the shift itself, so a renewal that is late shows up on the right shift.
A count in one cell hides who is missing. Four rows with four names, or three names and one Open row, show the gap at a glance and let Coverage count it.
In the sample, Darnell Hayes supervises a playoff game and all three festival days: 41 hours in the Monday to Sunday week, with no single client seeing more than 34 of them. Only a sheet that adds every event per officer catches it.
The gap between asked and confirmed is where no-shows start. Chase every Offered row two days out, and keep a short standby list for the posts that are hardest to replace, such as supervisors and door staff.
The sample company, clients and officers are fictional; the $20 hourly pay rate is an example. Licensing, overtime and break rules differ by state: check with your state's licensing agency and labor department. Nothing here is legal advice.
FAQ
Yes. Download the Excel file or the CSV without an email or an account and use it for your company. The sample officers, clients and phone numbers are fictional.
Yes. In Google Sheets, go to File > Import > Upload and pick the .xlsx file: the tabs, formulas, dropdowns and colors come across.
Each officer can carry two licenses or certificates with expiry dates on the Roster tab. On every shift, the License check column compares the earliest of those dates with the shift date and flags an officer whose license runs out first. It only checks the dates you type: which license a post needs depends on your state.
Enter the real end time, for example 1:00 AM for a gala that closes after midnight. The hours formula wraps past midnight: 5:30 PM to 1:00 AM with a 30 minute unpaid break gives 7.00 hours.
The Hours tab adds each officer's Confirmed and Completed shifts per workweek, across every event and client, and shows the hours over 40. Federal law (the FLSA) requires time and a half over 40 hours in a workweek, and some states also count by the day. It is an estimate, not legal advice.
When the sheet stops being the problem: confirmations scattered across text threads, clients asking for updates, hours to check against who actually showed up. Staffli covers those parts for event security companies: licensed officers only, open posts filled without phone calls, clock-in on site and a client portal.
Contact
Share the events you cover, how many officers you deploy on a busy weekend and the tools you use today. We'll come back with a demo built around your operation.
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