Free roster template
A blank roster template that fits most jobs
Date, time, job, who’s on and a backup. Print it for the noticeboard, download it for a spreadsheet, or open it as a live roster everyone can see on their phone.
Preview: Roster
| Date | Time | Job | Who’s on | Backup | Initial when done |
|---|---|---|---|---|---|
| Mon 2 Nov | 7:00–15:00 | Front counter | Aisha | Hamish | |
| Mon 2 Nov | 15:00–21:00 | Front counter | Tomás | Mei | |
| Tue 3 Nov | 7:00–15:00 | Stockroom | Kofi | Aisha | |
| Wed 4 Nov | 9:00–13:00 | Deliveries | Priya | Dev | |
| Thu 5 Nov | 7:00–15:00 | Front counter | Mei | Kofi | |
The printed version has 18 blank rows under the example ones. The download opens in Excel, Numbers or Google Sheets.
What each column is for
The sheet is deliberately plain, so it works for a shop counter, a club’s working bee or a community hall. Keep one line per person per date. If two people are on the same shift, give them a line each rather than squeezing both names into one box: it makes counting turns at the end of the month far easier.
| Column | What to write | Example |
|---|---|---|
| Date | Day and date, so nobody mixes up weeks | Mon 2 Nov |
| Time | Start and finish, with a dash | 7:00–15:00 |
| Job | The place or task, if there is more than one | Stockroom |
| Who’s on | One name | Kofi |
| Backup | Who to ask first if they can’t come | Aisha |
| Initial when done | Left blank until the shift is finished |
Filling it in so nobody feels hard done by
Write the dates and times first, for the whole month, before a single name goes in. Then work down the list of people in the same order each time, and keep a tally in the margin. When you reach someone who has said they’re away that day, skip them and give them the next gap instead, so they don’t lose their place.
Two habits help more than any clever system. Put the roster up at least three weeks ahead, because people sort out clashes when they can see them coming. And give the backup column to someone who isn’t on that week, never to the person on the shift before or after.
At Harbour Physio, the front desk roster went up on the last Friday of each month. Rachel noticed the late-finishing shifts always fell to the same two people, so she started each month’s list from a different name.
When paper stops keeping up
The template holds up well for a fixed group and a fixed week. It struggles when people come and go, when someone is away for a fortnight, or when the copy on the wall and the copy in the group chat stop matching. Every change means a new print and another message.
A live FairTurns roster keeps the same columns but does the counting. You click a day to add a date, choose “Every week on Monday”, and the dates are kept months ahead. Fill gives each empty place to whoever has had the fewest turns, people mark the days they’re away, and one public link shows the roster on any phone without signing in. It’s free for any number of people.
Prefer to let something else do the first draft? The roster maker shares a list of names over a run of dates and gives you a sheet to print.
Questions
Can I edit this roster template in Excel?
Yes. Download for Excel or Sheets gives you a file that opens in Excel, Numbers or Google Sheets, with the same columns and example rows. Rename the columns, delete the examples and add as many rows as you need.
How far ahead should a roster go?
Three to six weeks suits most groups. Shorter and people can’t plan around it; much longer and too much changes before the dates arrive. A live roster can keep dates up to 12 months ahead while people only look at the next few.
What should go in the Backup column?
The person to ask first if someone can’t make it. Choose someone who isn’t already on nearby that week, and rotate who is backup so it doesn’t always land on the most reliable person.
Is there a weekly version?
Yes. The weekly roster template lays the week out with days across the top, and there are fortnightly and monthly versions too.
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