Creating a counter to track number of times someone has done something (with a work rota format)

V

Volosonti

New Member
Joined
Nov 26, 2022
Messages
2
Office Version
  1. 365
  2. 2016
Platform
  1. Windows
I'm trying to make a counter so I can track how many times my staff have performed a certain job on the rotas I create. I'm new into the position and they're used to the current form; I'm hoping not to change it. The counter is on the right side of the rota, seen below. I only have access to Excel 2016 at home, but Office 365 at work, so there is flexibility but responses to 365 solutions will be slow as I will have to email the spreadsheet back across.

Ideally, any solution would be able to account for the rotas to repeat downwards. In the example below I have weeks 49-51, but I would like to be able to have record of the whole year on a single, albeit long, sheet.

All feedback is appreciated.

Book1.xlsx
BCDEFGHIJKLMTUVWXYZ
5Week 4905-Dec06-Dec07-Dec08-Dec09-Dec
6Reception 08:30 - 16:30Terry(1)Terry(2)Hermione(3)Terry(1)Terry(2)
7Reception 09:00 - 17:00Hermione(2)Hermione(3)Terry(1)Hermione(2)Hermione(3)
8Reception 11.00 - 19:00Dillon (12-7)(3)Kerry(1)Dillon (2-7)(2)Kerry(3)Kerry(1)
9Phones 09:00 - 17:00SteveSteveSteveSteveSteve
10Phones 09:00 - 17:00JeanJeanJeanJeanJean
11Phones 09:00 - 17:00DomDomDomDomDom
12Corporate 08:30 - 16:30BobBobBobBob
13Corporate 09:00 - 17:00Kerry
14Corporate 09:00 - 17:00
15
16Week 5012-Dec13-Dec14-Dec15-Dec16-Dec
17Reception 08:30 - 16:30Jean(1)Jean(2)Jean(3)Jean(1)Jean(2)NameReception 08:30 - 16:30Reception 09:00 - 17:00Reception 11:00 - 19:00Phones 09:00 - 17:00Corporate 08:30 - 16:30Corporate 09:00 - 17:00
18Reception 09:00 - 17:00Steve(2)Steve(3)Steve(1)Steve(2)Steve(3)Terry
19Reception 11.00 - 19:00Dillon (12-7)(3)Dom(1)Dillon (2-7)(2)Bob(3)Bob(1)Hermione
20Phones 09:00 - 17:00TerryTerryTerryTerryTerryBob
21Phones 09:00 - 17:00KerryKerryKerryKerryKerryJean
22Phones 09:00 - 17:00HermioneHermioneHermioneHermioneHermioneDom
23Corporate 08:30 - 16:30DomDomDomDomJack
24Corporate 09:00 - 17:00BobSteve
25Corporate 09:00 - 17:00Dillon
26Kerry
27Week 5119-Dec20-Dec21-Dec22-Dec23-Dec
28Reception 08:30 - 16:30Dom(1)Dom(2)Dom(3)Dom(1)Dom(2)
29Reception 09:00 - 17:00Jack(2)Jack(3)Terry(1)Jack(2)Jack(3)
30Reception 11.00 - 19:00Dillon (12-7)(3)Terry(1)Jack(2)Terry(3)Terry(1)
31Phones 09:00 - 17:00BobHermioneJeanHermioneSteve
32Phones 09:00 - 17:00KerryBobBobBobBob
33Phones 09:00 - 17:00SteveSteveHermioneJeanJean
34Corporate 08:30 - 16:30JeanJeanSteveSteveHermione
35Corporate 09:00 - 17:00HermioneKerry
36Corporate 09:00 - 17:00Terry
Rota 3
Cell Formulas
RangeFormula
E5,K27,I27,G27,E27,K16,I16,G16,E16,K5,I5,G5E5=C5+1
C16,C27C16=C5+7
Cells with Conditional Formatting
CellConditionCell FormatStop If True
C6:Z4999Cell Valuecontains "Nafisa"textNO
C6:Z4999Cell Valuecontains "Kirsten"textNO
C6:Z4999Cell Valuecontains "Matilda"textNO
C6:Z4999Cell Valuecontains "Lorelei"textNO
C6:Z4999Cell Valuecontains "Abigail"textNO
C6:Z4999Cell Valuecontains "Kyle"textNO
C6:Z4999Cell Valuecontains "Chris"textNO
C6:Z4999Cell Valuecontains "Georgia N"textNO
C6:Z4999Cell Valuecontains "Georgia S"textNO
C6:Z4999Cell Valuecontains "Nafisa"textNO
C6:Z4999Cell Valuecontains "Kirsten"textNO
C6:Z4999Cell Valuecontains "Matilda"textNO
C6:Z4999Cell Valuecontains "Lorelei"textNO
C6:Z4999Cell Valuecontains "Abigail"textNO
C6:Z4999Cell Valuecontains "Kyle"textNO
C6:Z4999Cell Valuecontains "Chris"textNO
C6:Z4999Cell Valuecontains "Georgia N"textNO
C6:Z4999Cell Valuecontains "Georgia S"textNO
L28:L30Cellcontains a blank value textNO
L28:L30Cell Valuecontains "Nafisa"textNO
L28:L30Cell Valuecontains "Kirsten"textNO
L28:L30Cell Valuecontains "Matilda"textNO
L28:L30Cell Valuecontains "Lorelei"textNO
L28:L30Cell Valuecontains "Abigail"textNO
L28:L30Cell Valuecontains "Kyle"textNO
L28:L30Cell Valuecontains "Chris"textNO
L28:L30Cell Valuecontains "Georgia N"textNO
L28:L30Cell Valuecontains "Georgia S"textNO
J28:J30Cellcontains a blank value textNO
J28:J30Cell Valuecontains "Nafisa"textNO
J28:J30Cell Valuecontains "Kirsten"textNO
J28:J30Cell Valuecontains "Matilda"textNO
J28:J30Cell Valuecontains "Lorelei"textNO
J28:J30Cell Valuecontains "Abigail"textNO
J28:J30Cell Valuecontains "Kyle"textNO
J28:J30Cell Valuecontains "Chris"textNO
J28:J30Cell Valuecontains "Georgia N"textNO
J28:J30Cell Valuecontains "Georgia S"textNO
H28:H30Cellcontains a blank value textNO
H28:H30Cell Valuecontains "Nafisa"textNO
H28:H30Cell Valuecontains "Kirsten"textNO
H28:H30Cell Valuecontains "Matilda"textNO
H28:H30Cell Valuecontains "Lorelei"textNO
H28:H30Cell Valuecontains "Abigail"textNO
H28:H30Cell Valuecontains "Kyle"textNO
H28:H30Cell Valuecontains "Chris"textNO
H28:H30Cell Valuecontains "Georgia N"textNO
H28:H30Cell Valuecontains "Georgia S"textNO
F28:F30Cellcontains a blank value textNO
F28:F30Cell Valuecontains "Nafisa"textNO
F28:F30Cell Valuecontains "Kirsten"textNO
F28:F30Cell Valuecontains "Matilda"textNO
F28:F30Cell Valuecontains "Lorelei"textNO
F28:F30Cell Valuecontains "Abigail"textNO
F28:F30Cell Valuecontains "Kyle"textNO
F28:F30Cell Valuecontains "Chris"textNO
F28:F30Cell Valuecontains "Georgia N"textNO
F28:F30Cell Valuecontains "Georgia S"textNO
D28:D30Cellcontains a blank value textNO
D28:D30Cell Valuecontains "Nafisa"textNO
D28:D30Cell Valuecontains "Kirsten"textNO
D28:D30Cell Valuecontains "Matilda"textNO
D28:D30Cell Valuecontains "Lorelei"textNO
D28:D30Cell Valuecontains "Abigail"textNO
D28:D30Cell Valuecontains "Kyle"textNO
D28:D30Cell Valuecontains "Chris"textNO
D28:D30Cell Valuecontains "Georgia N"textNO
D28:D30Cell Valuecontains "Georgia S"textNO
C17:L25,C6:L14Cellcontains a blank value textNO
C28:Z4999Cell Valuecontains "Nafisa"textNO
C6:Z4999Cell Valuecontains "Kirsten"textNO
C6:Z4999Cell Valuecontains "Matilda"textNO
C6:Z4999Cell Valuecontains "Lorelei"textNO
M28:Z36,C6:Z27Cell Valuecontains "Abigail"textNO
C6:Z4999Cell Valuecontains "Kyle"textNO
C6:Z4999Cell Valuecontains "Chris"textNO
C6:Z4999Cell Valuecontains "Georgia N"textNO
M28:Z36,C6:Z27Cell Valuecontains "Georgia S"textNO
 

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Hi & welcome to MrExcel.
How about in U18 dragged down & across
Excel Formula: 
=SUMPRODUCT(($B$6:$B$100=U$17)*($C$6:$L$100=$T18))
 
Upvote 0
Not sure if that is from your real data, but if so you should correct in column B
Reception 11.00 - 19:00
to
Reception 11:00 - 19:00
so that it matches the heading in W17

Apart from that, to allow for examples like Dillon (& blank cells in column T) I would suggest this modification for U18.
I have also increased the number of rows covered to be sure to allow for a full year of weekly data that size.

Excel Formula: 
=IF($T18="","",SUMPRODUCT(($B$6:$B$1000=U$17)*(LEFT($C$6:$L$1000&" ",LEN($T18)+1)=$T18&" ")))
 
Last edited:
Upvote 0
Solution
Peter_SSs said:
Not sure if that is from your real data, but if so you should correct in column B
Reception 11.00 - 19:00
to
Reception 11:00 - 19:00
so that it matches the heading in W17

Apart from that, to allow for examples like Dillon (& blank cells in column T) I would suggest this modification for U18.
I have also increased the number of rows covered to be sure to allow for a full year of weekly data that size.

Excel Formula: 
=IF($T18="","",SUMPRODUCT(($B$6:$B$1000=U$17)*(LEFT($C$6:$L$1000&" ",LEN($T18)+1)=$T18&" ")))
Click to expand...
The names have been changed but the format is as published. Good eye.

The formula works perfectly, both you and Fluff are legends. Thank you!
 
Upvote 0
You're welcome. Glad we could help. Thanks for the follow-up. :)
 
Upvote 0
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