An empty week for your staff rota. The Excel file adds up the hours for you, and the PDF is made to print and fill in by hand. No sign-up, no email.
This is the example on the file's second sheet: a café with six people. The hours on the right and at the bottom are worked out by the file.
| Name | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Hours |
|---|---|---|---|---|---|---|---|---|
| Sofia L. | 7-15 | 7-15 | 7-15 | 7-15 | 9-17 | 40 | ||
| Marc D. | 15-23 | 15-23 | 15-23 | 15-23 | 9-17 | 40 | ||
| Tom B. | 9-17 | 15-23 | 15-23 | 15-23 | 32 | |||
| Mei C. | 9-17 | 9-17 | 9-17 | 9-17 | 15-23 | 40 | ||
| Jonas K. | 15-21 | 7-13 | 7-15 | 9-15 | 26 | |||
| Ida F. | 16:30-22 | 10-16 | 10-16 | 17.5 | ||||
| Hours per day | 24 | 30 | 24 | 30 | 29.5 | 30 | 28 | 195.5 |
One name on each row. Copy a row if you need more than 15.
Write the hours in each day's box, such as 9-17. Leave a day off empty, or write off. The hours add up by themselves.
Hang the week on the wall, or send the file to the team.
A spreadsheet does not know that someone has too little rest, is on holiday or wants the shift that has just become free. When a shift is swapped in a message, the sheet on the wall is wrong. That is what helloswap is for: the same week, with shift swaps you approve, sick cover from the team and the working-time rules checked as you plan. A week written in this template can be pasted into helloswap.
Yes. Both files download straight from this page. There is no sign-up, no email to give and nothing to pay.
Yes. The Excel file opens in Google Sheets, Apple Numbers and LibreOffice, and the formulas keep working. It has no macros.
Write the times as they are, for example 22-02. The file counts that as 4 hours on the day the shift starts.
No. The hours are counted from start to end. If your breaks are unpaid, take them off yourself, or use helloswap, where one unpaid break length is set for the whole company and taken off the hours.
Yes. Copy a whole row and insert it between two others, and the totals include it.
Yes. Add your people in helloswap, then copy the names, the days and the shifts from your sheet and paste them into Import schedule. helloswap reads the days and the hours, matches the names to your people and creates the shifts as drafts for you to look over.
Shift swaps, sick cover and the rest rules are handled for you. 14 days free, no card.