Free casual pool roster template (Excel)
Manage a pool of casual employees and track availability, skills and recent shifts. Know exactly who you can call when you need extra staff for busy periods or last-minute coverage.
Casual pool roster
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
Complete casual workforce tracking
Employee name
Full name of casual staff member
Role / skill
Position or specific skills
Availability notes
Days and times available
Preferred shifts
Morning, afternoon, evening, etc.
Last shift worked
Date of most recent shift
Contact notes
Best way to reach them
Status
Active or unavailable
How the pool roster works
Keep all your casual staff in one place. When you need coverage, filter by availability and skill to find the right person quickly.
| Name | Role | Availability | Last Shift | Status |
|---|---|---|---|---|
| Emma Wilson | Barista | Weekends, some evenings | 12 Feb | Active |
| Tom Chen | Kitchen hand | Mon-Wed, any time | 8 Feb | Active |
| Sarah Jones | Server | Uni break only | 20 Dec | Unavailable |
How to use this template
Get started in four simple steps
Download
Get the Excel file
Add casuals
Enter all casual staff
Update availability
Keep details current
Call when needed
Find the right person fast
Who uses this template
Ideal for businesses with large casual workforces
Hospitality
Track available casual staff for events
Retail
Manage Christmas casuals and peak staff
Agencies
Keep a pool of available workers ready
Template disclaimer
This is a tracking tool only. It does not manage shifts or calculate pay. For integrated availability and rostering, use online rostering software.
Manage availability in one place
Managing large casual pools is easier when availability and rostering live in one system. Staff can update their own availability, and you can see who's free in real-time.
Try the free online roster toolCasual pool roster FAQ
- It's a database of casual employees you can call on when needed. Unlike a regular roster, it tracks who's available rather than who's scheduled — a pre-rostering tool.
- A regular roster shows scheduled shifts. A casual pool roster shows who's available to be rostered. Use this to know who you can call, then add them to your main roster.
- Yes, the 'Last shift worked' column helps you distribute shifts fairly and ensures you don't forget about casuals who haven't worked recently.
- Ask casuals to update their availability regularly (e.g., weekly or fortnightly). For real-time availability tracking, consider online rostering software where staff can update their own availability.
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Ready to manage your casual pool?
Download the template now and start tracking.
Disclaimer
This template is provided as a general tracking tool only. It does not manage shifts or calculate pay. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template.