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The title slide and first slides of the Staff Rota template

Staff Rota

Spreadsheet template for Google Sheets and Excel

Make a copy in Google Sheets
Price
Free
Slides
4
Difficulty
Beginner
Updated
November 6, 2026

Every slide (4)

Overview

The Staff Rota template is for care homes, clinics and other teams that work to a fortnightly rota. The Staff tab lists each member of staff with their role, contract hours and notes. The Rota tab is a grid with one row per person and one column per day for two weeks, where each cell holds a shift code such as E, L, N, OFF or AL.

The file comes with sample data for nine staff, so you can see how it works. Make a copy, replace the names and codes with your own, and the role counts and contracted hours on the Dashboard update on their own.

Useful for

  • Publishing a fortnightly rota for a care team
  • Checking that each shift has the right mix of roles
  • Keeping track of annual leave against the rota

What's included

  • 4 tabs: Dashboard, Staff, Rota, How to use
  • Dashboard: a dashboard with 4 summary figures
  • Staff: a table
  • Rota: a grid
  • 1 chart that update as you type
  • Formulas, dropdowns and colour rules already set up
  • Sample rows that show how to fill it in

How to use it

  1. 1

    Click Make a copy in Google Sheets, then confirm on the Google page. The copy is saved to your own Google Drive.

  2. 2

    Start on the Staff tab: replace the sample rows with your own.

  3. 3

    Keep the formula columns as they are; they fill in as you type.

  4. 4

    Read the How to use tab for tips. For Excel, download the .xlsx file instead.

What you need

Requirements

  • A Google account, or Microsoft Excel for the download

Works with

  • Google Sheets
  • Microsoft Excel (download the .xlsx)

Questions

Is this Staff Rota template free?

Yes. The Staff Rota template is free to download, copy and use for your own team.

Does it work in Excel?

Yes. Download the .xlsx file and open it in Microsoft Excel. The grid, dropdowns and charts work in Excel as well as in Google Sheets.

What do the shift codes mean?

The Rota tab note and the guide explain the codes: E for early, L for late, N for night, OFF for a day off and AL for annual leave. Change the times in the guide to match your own shifts.

  • #shift-schedule
  • #staff-rota
  • #google-sheets
  • #excel
  • #spreadsheet-template
  • #free-template

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