Workforce Scheduling

Workforce scheduling in a restaurant isn’t just about plugging names into a spreadsheet — it’s more like conducting an orchestra. Every staff member needs to come in at the right time, in the right role, to create a smooth, efficient, and enjoyable guest experience.

It’s a juggling act between labor costs, employee satisfaction, guest expectations, and operational needs. And when done right, it can save you money and keep your team happy.

It Starts with the Numbers (But Not Just That)

Good scheduling starts by looking backward at your sales history.

• How many servers do you need for a typical Tuesday lunch?

• When do walk-ins spike?

• Are weekends always slammed around 8 PM?

But smart restaurant managers go beyond the numbers. They factor in:

• Upcoming events near the location

• Holidays and long weekends

• Weather forecasts (yes, rain can change everything)

• School schedules or exam seasons (especially in student-heavy areas)

Right People, Right Shifts

Not every cook can handle the grill under pressure. Not every server thrives on a packed Saturday night.

That’s where skills-based scheduling comes in:

• Schedule your most experienced team during peak hours

• Give newer staff time during slower periods to learn and grow

• Rotate roles to cross-train and avoid burnout

This isn’t just good for service — it’s great for morale.

There’s a Budget Behind Every Schedule

Labor usually eats up 25–35% of a restaurant’s revenue. So staying within your labor budget is non-negotiable.

That means:

• Avoiding overstaffing (idle hands = wasted money)

• Preventing understaffing (slow service = unhappy guests)

• Monitoring labor cost as a % of sales daily, not just weekly

Scheduling should be dynamic, not “set it and forget it.”

Also read: Restaurant P&L Simplified 

Laws Matter Too

In many areas, labor laws are getting stricter:

• You may need to share schedules in advance

• You might owe penalties for last-minute changes

• “Clopenings” (close one night, open the next morning) may be restricted

Failing to comply can lead to fines — and more importantly, a frustrated team.

Tech Is Your Best Friend Here

Modern restaurant scheduling tools can:

• Predict staff needs based on sales trends

• Auto-generate schedules around staff availability

• Let team members swap shifts with approval via an app

• Alert you when you’re about to overshoot labor cost targets

But remember: even the best tools need good data and a manager’s common sense.

Don’t Forget the Human Side

Fairness goes a long way:

• Rotate shifts so one person isn’t always stuck with Mondays

• Respect time-off requests

• Give team members some consistency in their weekly hours

Happy staff = better service = more repeat customers.

And given how expensive turnover is (some estimates say ~$5,000 per role!), keeping your staff engaged and satisfied through thoughtful scheduling is just good business.

The Best Operators Don’t “Set and Forget”

The top restaurants review, adjust, and optimize their schedules constantly. They:

• Look at labor efficiency reports (like sales per labor hour)

• Gather staff feedback on scheduling fairness

• Tweak shift patterns based on what’s working — and what’s not

It’s not just about who’s on the floor. It’s about how well they’re set up to succeed.