Staff Rota Template
Weekly and monthly staff rota planner for event teams. Track shifts, availability, events assigned, and hours worked. Auto-calculates total hours per person.
What's Included
- Format: Microsoft Excel Spreadsheet (XLSX)
- File: vendorpad-staff-rota.xlsx
- Category: Staff Management
- Ready to customise for your business
- Free to download — no account needed
How to Use This Template
This spreadsheet creates weekly or event-based rotas for your team. It includes staff names, confirmed availability, assigned shifts with start and end times, break allocation, event location, role (setup, service, breakdown), and any special notes. A summary calculates total hours per person and highlights where anyone exceeds 48 hours per week (the Working Time Regulations limit).
Build rotas at least a week in advance so staff can plan around other commitments. Note any special requirements — if someone's new, pair them with an experienced team member. Include setup and breakdown time in shift hours, not just service time. Factor in travel if you're sending staff to a distant venue and consider whether you need to cover their travel costs.
Clear rotas prevent confusion and no-shows. They also protect you legally — under UK employment law, workers have a right to know their schedule in reasonable time. If you're paying staff, this provides the hours record you need for payroll and pension auto-enrolment calculations. If HMRC ever investigates, detailed rota records show you're operating properly.
Who This Is For
- All event vendors
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