Staff Rota Template
Put together next week's rota in minutes. Type a shift code for each person and day, such as E for early or N for nights, and the sheet adds up everyone's hours and counts how many staff are on each shift.
Anyone rostered above the weekly limit is highlighted, so you can check against the 48-hour average set by the Working Time Regulations. Edit the shift codes to match your own hours, including night shifts and unpaid breaks.
What's included
- Weekly rota with shift-code drop-downs for up to 15 staff
- Hours per person worked out from your shift codes
- Staff count per shift and day to check cover
- Highlight for anyone above the weekly hours limit
- Editable shift codes with start, finish and unpaid break, including nights
How to use it
- Set the week commencing date and the weekly hours limit.
- Adjust the shift codes, times and breaks for your workplace.
- Add your staff and their roles.
- Pick a shift code for each person and day.
- Check cover for every shift, then print or share the rota with the team.
Rota tips
Leave at least 11 hours' rest between shifts. The Working Time Regulations require it, and a late followed by an early is the most common way rotas break the rule.
Give every worker 24 hours off each week, or 48 hours every fortnight. Night workers shouldn't average more than 8 hours in 24.
Share the rota as early as you can. The government's employment rights reforms include reasonable notice of shifts and pay for shifts cancelled at short notice, so clear, early rotas will matter even more.
Frequently asked questions
Is the rota template free?
Yes. Download it and use it at work, with no sign-up.
Can I add more shifts?
Yes. Add a code to the Shift codes table with its times. It appears in the drop-down lists straight away.
Does it handle night shifts?
Yes. A shift from 22:00 to 06:00 counts as 8 hours minus the unpaid break.
How do I do the next week?
Copy the sheet, change the week commencing date and adjust the shifts.
