Staff rota template for restaurants
A weekly rota you can fill in and hand to the team this afternoon. Enter start and finish times, and the hours and the wage cost work themselves out, including for shifts that run past midnight.
Direct download. No email, no sign-up, and nothing to unsubscribe from afterwards.
What it is
One spreadsheet with three sheets: the weekly rota itself, a daily cover summary, and a short page of instructions.
The rota holds up to 25 people. For each person you enter a name, a role from a dropdown, an hourly rate, and a start and finish time for each day they work. Everything else calculates: hours per person, cost per person, and the totals for the week.
The daily cover sheet then tells you how many people are on and how many hours are rostered for each day, so you can see a Tuesday that is over-staffed or a Saturday that is not.
What is in it
Weekly rota sheet
25 rows, seven days, start and finish for each. Frozen headers so the names stay visible when you scroll right.
Automatic hours and cost
Hours per person and cost per person fill in from the times and the hourly rate, with weekly totals at the bottom.
Overnight shifts handled
A finish time earlier than the start is treated as the next morning, so a bar closing at 02:00 totals correctly.
Role dropdown
Chef, sous chef, kitchen porter, waiter, bar, host, manager, cleaner. Keeps the column consistent so the summary stays reliable.
Daily cover summary
People on shift and hours rostered for each day of the week, updating from the rota sheet.
Instructions sheet
Five steps, plus notes on breaks and on what this sheet is and is not.
How to fill it in
Set the week
Put the week commencing date at the top of the Weekly rota sheet.
Add your people
One row each. Pick the role from the dropdown and put the hourly rate in the rate column. Leave the rate blank if you do not want cost totals.
Enter the shifts
Start and finish as 24h times, for example 17:00 and 23:30. Leave both blank on days off.
Read the totals
Hours and cost per person appear on the right, the weekly total at the bottom, and the per-day picture on the Daily cover sheet.
Who it is for
Independent restaurants, cafes, bars and takeaways with a team small enough that rota software is more trouble than it is worth. If you are currently doing this on paper or in a notes app, this will take about ten minutes to adopt.
It is a planning tool, not a payroll system and not a working-time compliance record. It will tell you what a week costs before you commit to it; it will not tell you whether your rest breaks are lawful.
