The library schedule spreadsheet has a better replacement
Keep everything you like about the spreadsheet — the whole week on one screen — and drop the parts you don't: broken formulas, version confusion, and no idea whether every desk is actually covered.
Free 30-day pilot · No credit card · Export your data anytime
Build the whole week on one screen.
Not a dated spreadsheet you have to decode. People down the side, the week across the top, every shift in its place. Flip to Service points to read the same week by desk — and spot the desks nobody's covering yet.
The parts you'll feel in week one.
A few things that turn the monthly spreadsheet rebuild into a few minutes on your phone.
Run the schedule from your phone
The whole tool is a real web app, not a desktop program with a read-only website bolted on. Check who's on the desk right now, move a shift, or approve time off from your car or a conference hotel. Everyone sees the change instantly.
- No install. Works on any phone, tablet, or browser.
- Today's board, live, with who's on right now
- Edits go live the moment you save
Their shifts, in the calendar they already use
Everyone subscribes once and their shifts land in Google or Apple Calendar, and the feed keeps itself current as the schedule changes. No app to open, no screenshot to text around. Everyone also has their own login that shows just their schedule — and when the whole schedule needs to be out in the open, share one read-only link: post it in the staff room, send it to a partner org, hand it to a sub. No login required.
- Subscribe once. Shifts sync to Google & Apple Calendar.
- Changes show up automatically, never a stale copy
- Prefer email? A weekly summary of upcoming shifts, on by default, off anytime
- Share a read-only schedule link, branded and printable
- Rotate any link anytime if it travels too far
9:00 AM – 1:00 PM
Information Desk
2:00 PM – 6:00 PM
Circulation
10:00 AM – 2:00 PM
Children's
kickstool.com/api/schedule/f8a2b9c1…Build the week once. It repeats itself.
Lay out your recurring pattern a single time. It repeats on the cadence you set: weekly, every other week, or monthly. It skips the days you're closed, and lets you tweak any single shift as a one-off, so you're never re-typing the schedule every month.
- Daily, weekly, biweekly, monthly, or custom patterns
- Skips the days you mark closed
- Edit any single shift without breaking future patterns
- Optional lunch breaks and desk-time rules that warn, never block
Repeats
Every other Tuesday, 9 AM – 1 PM · skips closures · until Aug 30
Split a day across desks by dragging, not typing
One person rarely sits at one desk all day. Maybe it's the Info Desk until noon, Shelving until two, then an outreach visit. Lay the whole shift on a single bar: each block is a desk, drag it to move, pull an edge to resize. It snaps to clean fifteen-minute marks, so you skip the stack of start-and-end dropdowns.
- Drag colored blocks to move them, pull the edges to resize
- Overlaps stack into their own lanes and turn red, so a double-booking never slips past you
- "Add desk" adds the next unused desk and finds it an open slot
- "Even split" divides the shift evenly across every desk in one click
Info Desk
9a–12p
Shelving
12–2p
Outreach
2–5p
Drag a block to move it, or its edges to resize. Snaps to 15 minutes.
Drag a shift onto someone else's row. Done.
Day view lays out one person per row, all sharing the same time axis. Grab Deshawn's shift and drop it on Priya's row, and it's reassigned — no dialog, no dropdown, and it retimes if you drop it somewhere new. Drag an edge to resize a shift, or drag on an empty stretch of a row to create one. If a drop would double-book a desk, you get a heads-up and a straight choice: bump the other assignment, or keep both.
- Drag a shift to move it, drag an edge to resize, drag on empty space to create one
- Drop it on someone else's row to reassign — saves the moment you let go
- Desk conflicts get flagged inline: Bump or Keep both, your call
- The week grid still opens fast for a glance — Day view is one click away, from any date header
Drag a shift onto another row to hand it off. Release to save — no dialog, no dropdown.
See what's covered at a glance
Tell us how many people each desk needs. Every desk reads green, amber, or red the moment you look: covered, thin, or empty — down to the hour, so a desk that's only staffed until 1:30 doesn't pass as covered. And every gap is a button: click it and the shift form opens with the desk and hours filled in, plus a list of who's actually free.
- Per-desk, per-hour coverage: covered, understaffed, uncovered
- Click a gap to fill it — desk and times arrive pre-filled
- Offer up just one desk assignment for cover, not the whole shift — handy mid-PTO
- Warns on double-bookings, PTO conflicts, and training mismatches
- Admins get an email digest too — the coming week's gaps and pending requests, daily or weekly
The numbers your board keeps asking for
Volunteer hours for the grant application. PTO used. And the desk-time balance: each person's desk and off-desk hours against what's expected, so “who's on desk how much” is something everyone can see instead of something one person remembers. Export any of it to CSV in a couple of clicks.
- Volunteer and staff hour totals, grant-ready
- Desk vs. off-desk balance per person — fairness you can point at
- Break down by person, assignment, or date range
- Export everything to CSV anytime. No data trapped.
See your whole week on one screen.
Pilot Kickstool free, set up your library this afternoon, and schedule a real week — staff and volunteers together.