How do I make a weekly staff roster in Excel?

Create a grid with employee names down the first column and the days Monday to Sunday across the top. Merge A1:H1 for a title, put the days in row 2 and dates in row 3, then list staff from A4 with their role under each name. Fill the day cells with shift times and use a SUM column to total weekly hours. Our free template comes pre-built with this exact layout — or follow the step-by-step section above. For a deeper walkthrough see our guide on how to create a staff roster.

Is there a free weekly staff roster Excel download?

Yes — this weekly staff roster template downloads instantly as a free Excel (.xlsx) file with no signup or email required, and you are free to edit it to suit your team. You can also compare free shift schedule template formats to choose the right layout for your venue.

Does Excel have a built-in staff roster template?

Excel ships with a few generic schedule templates, but they are built for US workweeks and rarely match Australian trading hours, breaks or roles. This free weekly staff roster is purpose-built for Monday-to-Sunday planning and works in both Excel and Google Sheets.

Is there a PDF version of the weekly staff roster?

The template is supplied as an editable Excel file so you can fill it in, but you can export it to PDF in seconds — in Excel or Google Sheets choose File → Print → Save as PDF (or File → Download → PDF) once your roster is complete, then print or email it to the team.

Can I add more employees to the template?

Yes — simply add new rows to include additional staff members. The template is fully editable to suit any team size, and the weekly hours formula copies down to each new row.

Does this template calculate wages or pay rates?

No — this is a scheduling template only. It totals scheduled hours but does not calculate pay, penalties or award entitlements. For automated, pay-aware calculations consider rostering software with award interpretation instead of a spreadsheet.

Is there a Google Sheets version?

You can upload the Excel file straight to Google Sheets — open Google Drive, click New → File upload, select the downloaded .xlsx file, then open it in Sheets. All the formulas and layout carry across.

When should I use this instead of a fortnightly or daily roster?

Use the weekly roster for regular, ongoing Monday-to-Sunday scheduling. Step up to the fortnightly staff roster template for rotating two-week patterns, or the daily shift roster template when you need hour-by-hour planning for a busy day.

FREE TEMPLATE Last updated 26 June 2026

Free weekly staff roster template (Excel)

A simple Monday-to-Sunday roster template for scheduling weekly shifts. Perfect for cafes, retail stores and hospitality venues — download, add your team, and start rostering immediately.

Weekly staff roster

Excel format (.xlsx) • Ready to download

Monday to Sunday layout

Employee names and roles

Start and end times per shift

Weekly hours total

No signup required. Works with Excel and Google Sheets.

This weekly staff 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.

References HR Hub disclaimer Modern Awards Fair Work

What's in this template

A straightforward weekly roster layout

Employee name

A row for every staff member — add or remove rows as your team changes.

Role / position

Note each person’s job title or department so coverage is clear at a glance.

Monday to Sunday

Seven day columns for start and end times across the full trading week.

Total weekly hours

A SUM formula tallies each person’s scheduled hours so you can stay on budget.

Notes column

Capture leave, availability, special instructions or handover notes per person.

Shift time format

Each cell shows a simple start–end time (e.g. 9am–5pm); leave blank for days off.

How shifts are displayed

Each day column shows the shift start and end time (e.g. “9:00 AM – 5:00 PM”). Leave cells blank for days off. The template automatically totals each employee’s weekly hours so you can keep the roster within budget before you publish it.

Employee	Role	Mon	Tue	Wed	…	Hours
Sarah Jones	Manager	7am–3pm	7am–3pm	OFF	…	32
James Smith	Barista	OFF	2pm–10pm	2pm–10pm	…	40

How to make a weekly staff roster in Excel

Four steps to build one from scratch

1. Set up the layout

Merge A1:H1 for a title, put the days Monday–Sunday across B2:H2 and the dates in row 3, then list staff names down column A from A4.

2. Add roles and shifts

Add each person’s role under their name, then fill the day cells with shift times (e.g. 7am–3pm). Leave cells blank for days off.

3. Total the hours

Add a column for weekly hours and use SUM to tally each person’s scheduled time so you can sanity-check the week before publishing.

4. Format for clarity

Apply conditional formatting to flag days off, late shifts or overtime so the busiest people and gaps stand out instantly.

Prefer to skip the setup? The free template above already has the layout, day columns and hours formula built in. For more on laying out a reusable grid, 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.

Add your team

Replace the sample names with your staff and their roles.

Fill in shifts

Enter start and end times for each day; hours total automatically.

Share or print

Email it to the team or export to PDF for the noticeboard.

Who uses this template

Ideal for shift-based small businesses

Cafes

Schedule baristas and kitchen staff across the week

Retail stores

Plan floor coverage through every day of trading

Hospitality venues

Manage front-of-house and back-of-house shifts

Running a hospitality venue? See our tips on solving common hospitality rostering challenges, or read how to handle casual vs permanent rostering across the week.

Ready to upgrade from spreadsheets?

A weekly Excel roster works well for small teams. But as you grow — chasing availability, managing multiple files and recalculating hours by hand — a spreadsheet quickly gets painful. RosterElf's drag-and-drop rostering builds the week for you, factors in availability and cost, and shares it straight to your team's phones.

Start free trial See rostering software

Rostering guides

Plan smarter weekly shifts with these how-to guides

Related templates

Explore more free roster templates

FAQ

Weekly staff roster FAQ

Create a grid with employee names down the first column and the days Monday to Sunday across the top. Merge A1:H1 for a title, put the days in row 2 and dates in row 3, then list staff from A4 with their role under each name. Fill the day cells with shift times and use a SUM column to total weekly hours. Our free template comes pre-built with this exact layout — or follow the step-by-step section above. For a deeper walkthrough see our guide on how to create a staff roster.
Yes — this weekly staff roster template downloads instantly as a free Excel (.xlsx) file with no signup or email required, and you are free to edit it to suit your team. You can also compare free shift schedule template formats to choose the right layout for your venue.
Excel ships with a few generic schedule templates, but they are built for US workweeks and rarely match Australian trading hours, breaks or roles. This free weekly staff roster is purpose-built for Monday-to-Sunday planning and works in both Excel and Google Sheets.
The template is supplied as an editable Excel file so you can fill it in, but you can export it to PDF in seconds — in Excel or Google Sheets choose File → Print → Save as PDF (or File → Download → PDF) once your roster is complete, then print or email it to the team.

You appear to be visiting from the UK