Free template

A free staff rota template, ready for Excel or Sheets

Download a blank weekly or 4-week rolling rota — open it in Excel, Google Sheets or Numbers, or print it. No sign-up, no email. Or skip the spreadsheet and let WagePilot build it for you.

Weekly staff rota (Mon–Sun) A blank week grid: staff down the side, days across the top. The everyday one. CSV · Excel · Google Sheets · Numbers 4-week rolling rota Four weeks stacked, so you set a repeating cycle once. Common in care & security. CSV · Excel · Google Sheets · Numbers

Prefer paper? Use the blank grid below and press Print to save it as a PDF.

Printable grid

A blank week, ready to fill in

Employee	Role	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Hrs

How to make a staff rota

List staff and roles

Put each person and their role down the first column.

Fill in the days

Add start–finish times (or shift labels) under each day of the week.

Check breaks & total hours

Build in the rest breaks the law requires, then total each person’s week.

Share it

Print it for the staff room or send the file — everyone works from one version.

Check rest breaks See the rota builder

Stop rebuilding this every week

The spreadsheet works — until it doesn’t

A template is a fine start, but it can’t copy last week in a tap, warn you about a holiday clash, publish to everyone’s phone, or turn into an approved timesheet. WagePilot does all of that — free for one site of up to 10 staff, then a flat £10/month, never per head.

Start free — one site See the live demo — no sign-up

Copy last week and tweak — no retyping
Holiday-clash and double-booking warnings
Publish to staff phones instantly
Becomes an audited timesheet, ready for payroll

Rota templates by trade

Cafés & restaurants Pubs & bars Care providers Security firms Cleaning companies

Free rota template: common questions

Is the staff rota template really free?

Yes. Both the weekly and 4-week rolling templates are free to download with no sign-up and no email. Use them in Excel, Google Sheets or Apple Numbers, or print a blank grid. And if you would rather not rebuild a spreadsheet every week, WagePilot’s rota builder is free for one site of up to 10 staff.

Does the rota template work in Excel and Google Sheets?

Yes. It is a CSV file, which opens directly in Microsoft Excel, Google Sheets and Apple Numbers. In Google Sheets choose File → Import → Upload; in Excel just open the file. Add a SUM formula to the “Total hrs” column to total each person’s week automatically.

What is a 4-week rolling rota?

A shift pattern that repeats over a four-week cycle, so staff know their pattern well in advance. The rolling template stacks four weeks so you can set the cycle once and repeat it. It is common in care, security and manufacturing where cover has to run around the clock.

How do I make sure a rota is legal in the UK?

Build in the rest the Working Time Regulations require — a 20-minute break for shifts over 6 hours and 11 hours’ daily rest between shifts — and keep an eye on the 48-hour average working week. Our free rest-break checker works out the breaks a shift length entitles staff to.

Start running shifts on autopilot

Set up your first site this afternoon and watch the first shift tick up live. Free to start, staff always free — flat per site as you grow.

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