Plan every shift in minutes, not hours.
Pick a shift code for each person and day. Hours, staff costs and daily cover are worked out for you, and short-staffed shifts turn red before they become a problem. No macros.
✓ One-off payment ✓ Instant download ✓ Excel for Windows & Mac
| Name | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Hours |
|---|---|---|---|---|---|---|---|---|
| Sarah | D | D | D | D | D | OFF | OFF | 40.00 |
| James | E | E | E | E | E | OFF | OFF | 37.50 |
| Priya | OFF | OFF | L | L | L | L | L | 37.50 |
| Tom | L | L | L | L | L | OFF | OFF | 37.50 |
| Emma | E | E | OFF | OFF | E | E | E | 37.50 |
| Liam | N | N | N | N | N | OFF | OFF | 37.50 |
| Megan | HOL | HOL | HOL | HOL | HOL | OFF | OFF | 37.50 |
| Jack | TRN | TRN | TRN | TRN | TRN | OFF | OFF | 35.00 |
Rotas shouldn’t take all afternoon
Adding up hours by hand
Counting shifts, breaks and night hours for every person, every week, is slow and easy to get wrong.
Finding out you’re short on the day
A gap on the Saturday late shift only shows up when someone doesn’t arrive.
No idea what the week costs
Without the numbers in one place, overtime and wage costs creep up unnoticed.
Pick a code. The rota does the maths.
Add your staff and shifts
Names, hourly rates and contracted hours, plus your shift times. Night shifts past midnight work out automatically.
Fill in the rota
Pick E, L, N or any code you set up from the drop-down. Each code has its own colour.
Check cover and costs
See who’s on each shift, which days are short-staffed and what the week costs.
Spot the gaps before they happen
Set the minimum number of people you need on each shift. Under every week, the daily cover table counts who’s on and turns any shift red when you’re short, so you can fix it before the day.
- Cover counted for every shift, every day
- Staff working, paid hours and cost per day
- Short-staffed count at the top of each week
| Shift | Min | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|---|
| E · Early | 2 | 2 | 3 | 3 | 2 | 2 | 2 | 2 |
| L · Late | 2 | 2 | 2 | 2 | 3 | 2 | 1 | 3 |
| N · Night | 1 | 1 | 1 | 1 | 2 | 2 | 1 | 1 |
| Staff working | 7 | 8 | 8 | 9 | 8 | 4 | 6 | |
| Staff cost | $818 | $911 | $930 | $1,035 | $941 | $405 | $593 |
12 shift codes, night shifts included
Set up to 12 shift codes with their own start, finish and break times. Paid hours are worked out for you, even for shifts that finish after midnight. Holiday and sick codes can count as paid hours or not.
- Colour-coded drop-downs on every rota
- Night shifts past midnight done right
- Choose which codes count as working
| Code | Shift | Start | Finish | Break | Paid hours |
|---|---|---|---|---|---|
| E | Early | 06:00 | 14:00 | 30 | 7.50 |
| L | Late | 14:00 | 22:00 | 30 | 7.50 |
| N | Night | 22:00 | 06:00 | 30 | 7.50 |
| LD | Long day | 07:00 | 19:30 | 60 | 11.50 |
| HOL | Holiday | 7.50 | |||
| SICK | Sick | 0.00 |
Know what every week costs
Each person’s hours are checked against their contracted hours, so you can see who’s doing extra and who’s short. The 4-week summary adds up hours and wages per person and per week, with charts.
- Staff cost per person, per day and per week
- Contracted vs actual hours (+/-)
- 4-week summary with 2 charts
| Name | Total hours | Contracted | +/- | Cost |
|---|---|---|---|---|
| Sarah Mitchell | 160.00 | 160.00 | 0.00 | $2,960 |
| Tom Hughes | 142.50 | 150.00 | -7.50 | $1,781 |
| Emma Wilson | 150.00 | 120.00 | +30.00 | $1,875 |
| Olivia Green | 90.00 | 80.00 | +10.00 | $1,125 |
| Jack Morgan | 138.00 | 150.00 | -12.00 | $1,518 |
For anyone who plans other people’s shifts
Cafés, bars & restaurants
Earlies, lates and weekend cover planned in minutes, with wages worked out as you go.
Shops & small businesses
Part-time and full-time staff side by side, checked against their contracted hours.
Care homes & 24-hour teams
Night shifts and long days handled properly, with minimum cover for every shift.
Everything you get
- 4 weekly rotas for up to 30 staff
- 12 colour-coded shift codes you can set up
- Night shifts past midnight worked out correctly
- Hours, days worked and cost per person
- Contracted vs actual hours (+/-)
- Daily cover with red short-staffed warnings
- 4-week summary with totals and 2 charts
- Today’s date highlighted
- Start Here guide and example rota
One-off payment. Yours to keep.
Get instant access $12.99Secure checkout by Payhip · Card or PayPal
Download link emailed straight away
Hi, I’m Lee
I run Sheet Leveller on YouTube, where I make quick, no-nonsense Excel tutorials.
This rota uses the same night-shift formula as my popular timesheet tutorials, and turns it into a ready-made staff schedule you can use straight away.
Questions
How many weeks does it cover?
Four weeks at a time. When you’re done, save a copy, change the start date on the Settings tab and plan the next four.
Can I change the shift codes?
Yes. Rename them, change the times or add your own, up to 12. The drop-downs and colours update straight away.
Does it work for night shifts?
Yes. Shifts that finish after midnight, like 22:00 to 06:00, are worked out correctly.
Can I show costs in pounds or euros?
Yes. Select the cost cells and use Format Cells to pick your currency.
Does it use macros?
No. It’s a normal .xlsx file, so there are no security warnings and nothing to enable.
Which versions of Excel does it work with?
Microsoft 365, Excel 2010 or later on Windows, and Excel for Mac. It’s built for Microsoft Excel.
Is this a subscription?
No. You pay once and the file is yours to keep.
Less time on the rota. More time running the place.
Shift codes, cover warnings and staff costs, all in one simple spreadsheet.
Get the rota $12.99Not ready yet? Try the free Weekly Staff Rota.