Staff Rota Template
A printable staff rota template for pubs, restaurants, cafes and hotels: a weekly rota grid with shift codes, a shift key, a four-week hours summary for contracted versus worked hours, and a holiday request log. Free PDF, no sign-up to view.
A rota is the one document every member of staff reads every week, and the one most venues still build in a spreadsheet somebody made years ago. This free staff rota template gives you a clean weekly grid with room for a shift code or start and finish time per person per day, a key so the codes mean the same thing to everyone, a four-week summary so you can see who is over or under their contracted hours before payroll does, and a holiday request log so a request is written down with the balance it leaves. Print it, fill it in, and pin it up; or use it as the layout for the digital version when you are ready.
What's in the PDF
Weekly Staff Rota
Week commencing ____. Write a shift code from the key or the start and finish times. Total the paid hours per person. Columns: Staff Name · Role · Mon · Tue · Wed · Thu · Fri · Sat · Sun · Total Hrs.
Shift Key and Daily Cover
Define each shift code once. Paid hours exclude the unpaid break. Columns: Shift Code · Start · Finish · Unpaid Break (mins) · Paid Hours · Section / Role.
Four-Week Hours Summary
Carry each person's weekly paid hours here. The over/under column is against contracted hours for the four weeks. Columns: Staff Name · Contracted Hrs/Wk · Week 1 · Week 2 · Week 3 · Week 4 · Total · Over / Under.
Holiday Request Log
Record every request with the balance it leaves. Work the balance out with the free holiday entitlement calculator on paddl-ai.co. Columns: Staff Name · Dates Requested · Days / Hours · Requested On · Approved By · Approved? · Entitlement Remaining.
Paddl does this automatically
Instead of filling in paper templates, Paddl generates staff rotas automatically with AI - complete with digital signatures, mobile access, automatic reminders, and audit-ready records for EHO inspections.
Why you need this
What's included
How to use this template
Set your shift codes first
Fill in the shift key with the shifts your venue actually runs: E for the early, L for the late, S for a short. Codes keep the weekly grid readable; times go in the key.
Build the week from the forecast
Start with the busy services and cover them first, then fill the quiet ones. Write the code or the times in each cell and total the paid hours per person in the last column.
Check the four-week summary before publishing
Carry each person's weekly total into the summary sheet. Anyone drifting over contracted hours is a cost; anyone drifting under is a grievance. Fix it before the rota goes up.
Log every holiday request as it arrives
Write the dates, who approved it and the balance left. Use the free holiday entitlement calculator to work out the balance for part-time and zero-hours staff.
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