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Downloadable Staff Rota Excel Template for Shift Managers

Manage Your Next Staff Rota Efficiently and Easily with This Downloadable Staff Rota Template

As soon as you have downloaded your template you can get started with your shift management. Save a spare copy of the file, just in case you make a mistake in your working file. After the file is opened you will need to “Enable Editing” and “Enable Content” in order to make changes and allow totals to calculate.


There is a sheet titled, “about” which tells you how to use the document.

Entering Staff

The rota is setup for up to 15 staff. You can easily add more staff by simply selecting a row and cut and pasting it, but due to the formulas in the sheet always paste your row between two existing cells and not at the end of the row.

Entering Shifts

Enter your shifts in this format so Excel can interpret it correctly and total the hours for you, e.g. “9am-5pm” or “9:00-17:00”, otherwise excel will ignore the hours. Split shifts can be entered by either entering a new line, using ALT + ENTER OR by separating the two shifts with a “/”

Including Unpaid Breaks

You can include breaks by writing “1 hour break” or “30 min break” and these hours will be automatically deducted from your hours total. Of course you can enter any amount of time you want for a break, but but sure to end it with the word, “break”.

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