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Weekly rota template
A good rota makes life easier for everyone. Your team knows when they’re working, you can plan cover in advance, and there’s no end-of-week confusion about who was supposed to be where. This free weekly rota template does the basics well: shift times, total hours, and labour costs, all calculated automatically.
How to use the template
Add your team’s names and shift times for each day of the week. The Excel version calculates total hours and labour costs automatically.
Make sure the shift times match your contracts, and adjust the start date so the week begins on the right day. If not everyone works the same pattern, duplicate the sheet to keep things tidy.
If you’re not sure your rotas comply with the Working Time Regulations, check with an employment law specialist before publishing them.
What’s included?
This weekly rota template covers seven days with space for up to ten team members. Each row shows start and end times for every day, with total hours and labour costs calculated automatically per person and per day.
There’s also a staff list tab for names and hourly rates, and a roles tab you can use when planning cover. You can assign a role to each shift so it’s clear who’s doing what.
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The policy wording
Weekly rota template
A rota makes it clear who’s working, when, and for how long. It gives your team visibility of their hours and gives you a written record you can refer back to if there’s any confusion.
A well-maintained rota also helps you stay on the right side of the Working Time Regulations, making it easier to spot when someone’s approaching their 48-hour weekly limit or hasn’t had enough rest between shifts.
Enter the week start date at the top of the sheet. The days will populate automatically.
For each team member, enter their shift start and end times for each day they’re working. Leave the day blank if they’re not scheduled. Total hours and labour costs for each person and each day are calculated automatically.
The names are placeholders. Swap them for your team's actual names in the employees tab and add hourly rates. Update the positions tab to match different roles in your organisation.
Beneath each employee's shift times, there's a row where you can assign their position for that shift. That way you can see at a glance who's covering what.
Under the Working Time Regulations 1998, most workers in the UK can’t average more than 48 hours per week over a 17-week reference period. They’re also entitled to at least 11 consecutive hours of rest between working days, and one uninterrupted day off per week.
This template helps you see total hours at a glance, but it’s your responsibility to check that rotas are compliant before publishing them.
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