Free multi-site rota template (Excel)
A tab per site and a master view across all of them. Built to catch the two things that only go wrong with more than one location: double-booking a person, and forgetting that travel between sites is paid time.
Multi-site rota
Excel format (.xlsx) • Ready to download
No signup required. Works with Excel, Google Sheets and LibreOffice.
This rota template is a planning tool, not legal or payroll advice. It does not check working time limits, rest breaks or minimum wage for you. Check GOV.UK, or take advice, before relying on a rota for compliance. 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.
Build this rota online instead
The spreadsheet works until you are chasing availability and recalculating hours by hand. Build and share the same rota in the browser — free, no signup.
What's in this template
Several sites, one person at a time
A tab per site
Each location gets its own weekly grid, so the manager who runs one site is not scrolling past three others.
A master view
Everyone across every site on one sheet. This is where a clash is visible and on a per-site tab it simply is not.
Double-booking flagged
A COUNTIF check that highlights anyone rostered at two sites on the same day.
A travel column
Time travelling between work sites is working time and is paid. Recording it here is what stops it being forgotten at payroll.
A shared staff list
One list feeding every tab, so a name spelled two ways cannot become two people.
Hours per person, across sites
Combined weekly hours regardless of where they were worked — the only total the 48-hour average cares about.
The master view
The per-site tabs are for running a site. This view exists for the two problems that only appear when you look across them.
| Name | Site | Mon | Tue | Wed | Travel (h) | Week hrs |
|---|---|---|---|---|---|---|
| Daniel Okafor | Bristol | 09-17 | 09-17 | OFF | 0.0 | 15.0 |
| Daniel Okafor | Bath | OFF | 14-20 | 10-18 | 1.0 | 15.0 |
| Grace Bennett | Bristol | 12-20 | 12-20 | 12-20 | 0.0 | 22.5 |
Daniel is rostered at Bristol 09:00–17:00 and Bath 14:00–20:00 on the same Tuesday — a clash that is invisible on either site tab. His combined week is 30 hours plus an hour of paid travel, and only the master view adds them together.
How to run a multi-site rota
Four steps
1. One staff list, shared
Maintain names in one place and reference it from every tab. Duplicated names are how clashes hide.
2. Fill in each site tab
Let each site manager work in their own tab. They should not need to understand the whole estate to roster their own.
3. Check the master before publishing
Always. A clash caught here is an edit; a clash caught on the day is somebody driving to the wrong town.
4. Record inter-site travel
Travel between work sites is working time. Ordinary commuting to a single fixed workplace is not — the distinction matters for minimum wage.
Combined hours across sites are what count towards the 48-hour average — see the 17-week hours tracker.
Who uses this template
UK businesses running more than one location
Multi-site hospitality
Two or three venues sharing a pool of staff and one area manager.
Retail groups
Cover moved between branches at short notice during a peak.
Care providers
Staff working across homes or in the community, where travel time is a real cost.
Running one site? The weekly rota is simpler and does the same job.
Or make the clash impossible
A spreadsheet catches a double-booking if somebody remembers to check the master tab. RosterElf will not let you assign a person to two places at once, and totals their hours across every site automatically.
Working time across sites
The rules that follow the person, not the site
Rota laws in the UK
The 48-hour average, the 11-hour daily rest, and what a rota can and cannot require.
Read the guideNational Minimum Wage rates
Current rates by age, and how an underpayment is calculated and settled.
Read the guideTimesheets and working time records
What a rota does not prove, and the records that do.
Read the guideMore free UK templates and tools
The rest of the set
17-week staff hours tracker
A rolling average against the 48-hour limit, with amber and red thresholds.
Download itAttendance and timesheet templates
Attendance register, timesheets, overtime tracker and a 17-week hours tracker.
Browse the templatesAll free UK tools
Calculators and generators for planning and costing your workforce.
See all toolsMulti-site rota FAQ
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Yes. Time spent travelling between work sites during the working day is working time, counts towards the 48-hour average, and must be paid at least the minimum wage. Ordinary commuting from home to a single fixed workplace is not. For workers with no fixed workplace, travel from home to the first job of the day can count — which is a common source of underpayment in care and field services.
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Yes — the limit attaches to the worker, not the site. Hours across all sites, and indeed across different employers, count towards the same 48-hour average. This is exactly what the master view exists to total.
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Four tabs as supplied. Duplicate a site tab for a fifth, then extend the master view range to include it — the double-booking check is a COUNTIF across the tabs, so it needs the new range added.
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 and workplace requirements.