Free weekly staff rota template

Questions

Common questions

Is this staff rota template free?

Yes — print it or save it as a PDF at no cost, no sign-up. If the paper version keeps going missing or changing, ProCafe plans the rota digitally and your team sees their shifts on their own phones. Free for 14 days, no card required.

How do I make a staff rota?

Start from demand, not from people: block out your opening hours and the busy periods, set the roles each shift needs, then fill names against the slots — checking contracted hours, availability and breaks as you go. Total each person's hours at the end so surprises show up before the week starts, not on payday.

Is there an Excel version of the rota template?

This one is built for print and save-as-PDF. The layout is deliberately simple to rebuild in a spreadsheet — staff rows, day columns, an hours column — if you prefer Excel. When the spreadsheet starts emailing itself around in six versions, that's usually the moment to plan the rota in ProCafe instead.

What should a staff rota include?

Names and roles, shift start and finish times, breaks, and each person's weekly hours total — plus the week's date so old copies can't masquerade as current. A daily-totals row helps you spot thin coverage at a glance.

Can ProCafe manage the rota digitally?

Yes — rota planning is built in: plan the week once and the team sees their shifts on their phones, alongside the same app they use for daily checks and handover notes. Free for 14 days, no card required.