HR / Free editable template

Staff rota template

A staff rota shows who is working each day and whether every part of the day is covered. This example plans a week in a cafe for eight people, colours shifts by role, totals each person’s hours and counts who is in at opening and closing, flagging the two shifts that fall short.

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No account needed · Opens as your own editable page

Preview the staff rota

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Staff rota example showing mon to sun shifts coloured by role, weekly hours per person, opening and closing cover with gaps flagged
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Set cover rules for each part of the day

    Write how many people you need at opening, peak and closing. A daily headcount can look fine while the first hour runs with one person.

  2. Check hours against contracts

    Compare each person’s weekly total with their contracted hours and any limits on working time. The totals column makes overtime and short weeks easy to spot.

  3. Fix gaps before publishing

    Resolve each flagged gap, then publish the rota early enough for people to plan around it. Note who to call if someone is ill, so last-minute changes have a route.

Questions about this template

Is the rota editable each week?

Yes. Move shifts to new days or times, edit the hours per person and update the cover counts so any gaps are flagged before you publish it.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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