Free template
The free weekly rota template
A clean, printable weekly rota for up to 15 staff — opens in Excel or Google Sheets. No email address required, no catch.
How to use it well
- One live copy. If it’s Google Sheets, share the link; if it’s Excel, one owner publishes a PDF/photo after every change. Version confusion is how double-bookings happen.
- Collect availability first. Ask for standing availability and one-off exceptions before you plan — most rota rework is stale-availability rework.
- Check the joins. Late close followed by early open is where tired mistakes and working-time problems live.
- Total the hours column. It’s your labour-cost early-warning system.
When the spreadsheet stops being free
A template costs nothing until the team grows: changes ripple by group chat, availability lives in your head, and every swap is a manual edit someone forgets. That point usually arrives around 8–12 staff. When it does, the rota-hours calculator will tell you what the “free” spreadsheet actually costs — and TeamZap does everything this template does, plus publishing, swaps, open shifts and clock-in, free for early customers.
Frequently asked questions
Is this rota template really free?
Yes — download it directly, no email address, no signup. It works in Microsoft Excel and imports cleanly into Google Sheets.
How do I make a staff rota in Excel?
List employees down the left, days across the top, and write shifts as start–end times in each cell. Freeze the header row, total hours per person in the final column, and publish one authoritative copy after each change. The template has this structure ready.
What’s better than a spreadsheet rota?
Scheduling software adds the things a spreadsheet can’t: automatic publishing to phones, availability collection, conflict warnings, swaps with approval, and clock-in that turns the rota into accurate timesheets.
Ready for the rota that updates everyone itself?
TeamZap is free for early customers during our introductory period — with everything included and no payment card required.
Free while we build with early customers — join while the introductory period is open.