Free Staff Rota Template
A free staff rota template to plan who works when across the week, balance hours, and keep every shift covered — built for hospitality, retail, and care teams. Use this free staff rota template as-is, or let Slotly automate the scheduling behind it so you stop maintaining a grid by hand.
Get the template
| Staff member | Role | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Contracted hours | Rostered hours |
|---|---|---|---|---|---|---|---|---|---|---|
Make the most of this template
- List each staff member and their role down the left column.
- Fill in shift times for each day, leaving days off blank.
- Compare rostered hours against contracted hours to keep things fair and on budget.
- Check each day has the cover you need before publishing the rota.
- Share the finished rota where everyone can see it, and note any swaps as they happen.
- When juggling availability and swaps by hand wears thin, let staff self-book and swap shifts against your rules with Slotly so the rota stays live and accurate.
Tired of maintaining a grid by hand?
A static template can't send reminders, take payments, or stop double-bookings. Slotly automates the scheduling behind this template so it maintains itself.
Automate it with Slotly →Staff Rota Template: FAQs
What's the difference between a rota and a schedule?
They're essentially the same thing — 'rota' is the common term in the UK and Ireland, 'schedule' in the US. Both lay out who works which shifts across a period. This template works for either.
How do I make a fair staff rota?
Spread unpopular shifts evenly, honor agreed availability, compare rostered against contracted hours, and publish early so people can plan. Tracking hours per person stops anyone being over- or under-loaded.
How can I handle shift swaps without redoing the whole rota?
A spreadsheet means manually updating every swap. Slotly lets staff request and accept swaps against rules you set, updating the live rota automatically so you're not rebuilding it each time someone changes a shift.
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