Free blank roster template (Excel)
A clean, printable roster grid you can customise for any business. An empty layout with editable headers, ready to fill in — perfect for managers who prefer to build their own roster from scratch.
Blank roster template
Excel format (.xlsx) • Ready to download
No signup required. Works with Excel and Google Sheets.
This blank roster template is a general planning tool only. It does not calculate wages, penalties, overtime or award entitlements. For pay-aware scheduling and compliance support, use dedicated rostering software and check your obligations with Fair Work. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this template
A clean slate for your roster
Empty grid layout
Clean rows and columns ready for your staff names, dates and shift times — no pre-filled clutter to delete.
Editable headers
Rename every column title to suit your business, whether you roster by day, role, area or location.
Print-friendly formatting
Sized to fit A4 so you can print the finished roster and pin it up in the break room.
Week and day view sheets
Two starting layouts in one file — pick a weekly grid or a single-day view and build from there.
Room for your formulas
No locked cells or hidden maths, so you can add your own =(End-Start)*24 hour totals where you want them.
Total flexibility
A genuinely blank slate — add data-validation dropdowns, conditional formatting and extra rows as your team grows.
Customise it your way
The blank template gives you complete control. Rename the columns, add rows, change the formatting — build the exact roster layout your business needs. Here is an example of what you might create:
| Employee | Mon | Tue | Wed | Total hrs |
|---|---|---|---|---|
| [Your column 1] | [Your column 2] | [Your column 3] | [Your column 4] | [Your column 5] |
How to create a staff roster in Excel
Four steps to build one from scratch
1. Set up the base grid
Put employee names down column A, the days or dates across the top row, and a start-date cell so the grid is easy to roll forward each period.
2. Build a shift legend
Add a small legend of shift codes and times, then use Data → Data Validation to turn cells into dropdowns so you can assign shifts in one click.
3. Total the hours
Enter start and end times (e.g. 9:00 am – 5:00 pm) and total each person with a formula like =(End-Start)*24 to keep the period within budget.
4. Flag conflicts and save
Use conditional formatting to highlight overtime or clashes, then save the file as a reusable .xlsx template you copy each week.
Prefer to skip the setup? The free template above gives you the empty grid to fill in. For more on laying out a reusable layout, read our guide to designing roster templates.
How to use this template
Download and go in four quick steps
Download
Grab the Excel file — no signup, opens in Excel or Google Sheets.
Customise headers
Rename the columns to suit your days, roles or locations.
Fill in details
Add your staff, shift times and any notes into the grid.
Print or share
Pin it up in the break room or export to PDF for the team.
Who uses this template
Ideal for flexible, DIY scheduling
DIY managers
Build a roster layout from scratch, exactly the way your business works.
Wall rosters
Print the finished grid and pin it up where the whole team can see it.
Unusual layouts
Roster by area, machine, room or location when a fixed template will not fit.
Not sure a blank grid is the right starting point? Compare the options in our guide to free roster templates vs AI vs online tools, or browse different free shift schedule template formats.
When the blank grid stops keeping up
A blank template is great when you want full control, but it means manual work every single week — and recreating the same roster from scratch adds up fast. RosterElf's drag-and-drop rostering builds the schedule for you, factors in availability, and shares it straight to your team's phones.
Rostering guides
Plan smarter shifts with these how-to guides
How to create a staff roster
A step-by-step guide to building a roster that balances coverage, cost and fairness.
Read the guideDesign roster templates that work
Lay out a reusable roster template so weekly planning takes minutes, not hours.
Read the guideManage staff availability
Collect and track who can work when before you start filling in the grid.
Read the guideRelated templates
Explore more free roster templates
Blank roster template FAQ
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Set up a grid with employee names down the left and days or dates across the top, then enter each shift as a start and end time. Add a small legend with data-validation dropdowns to assign shift codes quickly, total hours with a formula like =(End-Start)*24, and use conditional formatting to flag overtime or clashes. This blank template gives you the empty grid to start from — or follow the four steps above. For a fuller walkthrough, see our guide on how to create a staff roster.
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A blank template gives you complete flexibility. If your business has unusual shift patterns, positions or scheduling needs, you can build exactly the layout you want without removing or reworking someone else’s formatting. If you would rather start from a ready-made grid, browse our free roster templates instead.
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Yes. The blank template has no locked cells or hidden formulas, so you can add your own calculations — for example =(End-Start)*24 to total scheduled hours. Note that a spreadsheet will not work out wages, penalties or award entitlements; for pay-aware calculations use rostering software instead.
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Yes — it is formatted for A4 with sensible margins and cell sizes. Print in landscape orientation for the best fit, then pin the finished roster up for the team to see.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.