Free Staff Rota Template (Excel)
A beautiful, ready-to-use weekly shift planner for teams, agencies and growing businesses. Drop a shift code into each day — hours, wage cost and daily cover calculate themselves, for any week you set.
- Any week, evergreen — one Week starting cell drives the seven day headers and every total.
- Colour-coded shift codes — pick E, D, L, N, O or H from a dropdown and the cell colours itself.
- Hours & wage bill done for you — paid hours per shift live on a Settings tab; each person's hours and wage total live.
- Daily cover counted — an On-shift row totals heads per day, so thin cover jumps out before the week starts.
| Staff member | Rate £/hr | Mon 5 | Tue 6 | Wed 7 | Thu 8 | Fri 9 | Sat 10 | Sun 11 | Hours | Wage £ |
|---|---|---|---|---|---|---|---|---|---|---|
| Jane Cooper | 14.50 | E | E | D | D | L | O | O | 37.5 | £544 |
| Marcus Webb | 12.50 | D | D | D | D | D | O | O | 37.5 | £469 |
| Priya Shah | 15.00 | L | L | N | N | O | O | E | 41.5 | £623 |
| Tom Ellis | 12.50 | O | D | D | L | L | D | O | 37.5 | £469 |
| Aisha Khan | 13.25 | N | N | O | O | D | D | H | 34.0 | £451 |
| ＋ add staff… | ||||||||||
| On shift (cover) | 4 | 5 | 4 | 4 | 4 | 2 | 1 | 188.0 | £2,554 |
Preview of the actual template — set the Week starting cell and every day header, hours total & wage figure recalculates.
Everything you need to plan a week of shifts
Built by people who run teams — not a bare spreadsheet. Open it and start typing.
Any week, reuse forever
One Week starting cell drives the whole sheet. Set it to any Monday and the seven day headers and every total update — use the same file every week.
Drop-in shift codes
Pick E, D, L, N, O or H from a dropdown and the cell colours itself. Early, late, night, off and holiday read at a glance.
Hours & wage bill, live
Each shift's paid hours live on the Settings tab. Every person's weekly hours and wage cost total themselves — see what the week costs before you publish it.
Spot thin cover instantly
An On shift row counts heads for every day of the week. A 1 under Sunday jumps out before the week starts — not on the day.
Up and running in two minutes
No setup, no login, no learning curve.
Download & open
Grab the .xlsx and open it in Excel (or Google Sheets / Numbers). It just works.
Set the week & drop in shifts
Point the Week starting cell at any Monday, then pick a shift code for each person, each day. Cells colour themselves.
Hours and cover count themselves
Weekly hours, each person's wage, the total wage bill and daily headcount all calculate live. That's the whole system.
Free staff rota template (Excel) — questions
Yes. It's a standard .xlsx file, so it opens in Microsoft Excel, Google Sheets and Numbers. The dropdowns, colours and totals carry across.
Yes — the six shift codes live on the Settings tab with their start, end and paid hours (E 07:00–15:00, D 09:00–17:00, L 13:00–21:00, N 21:00–07:00, plus Off and Holiday). Edit them there and every hours and wage figure on the rota updates.
The sheet comes set up for 15 staff per week, with five sample rows filled in so you can see it working. Overwrite the samples with your own team and add rows if you need more — the formulas copy down.
Because we make Landing — the platform teams move to when the spreadsheet stops scaling. The template is genuinely useful on its own; if one day you want rotas, timesheets and holiday connected, you'll know where we are. No catch, no card.
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Grab another — all free, no signup to browse.
Meet Landing — rota, timesheets & holiday in one place
A spreadsheet is a great start. In Landing, rota, timesheets and holiday live together — a shift change updates hours and leave automatically, and everyone sees their week. Add approvals, HR records and 40+ connected tools instead of duct-taping them together.
See Landing in action →