How the rota generator works
The generator follows a few simple rules, in this order:
- Same number of working days for everyone — seven days minus the days off you choose.
- Even cover — the total number of working days is divided across the week, so each day has about the same number of people. Any remainder goes to Thursday–Saturday first, which are often the busiest days.
- Least-worked first — each day it picks the people who have worked the fewest days so far and the longest gap since their last shift.
- Rotate shift types — each person gets the shift type they have done least, so mornings and afternoons are shared.
If you set a minimum number of people per day, the generator raises thin days to that number (it can't go beyond the size of your team). Press the button again to regenerate, or change the settings first.
When to use a generator — and when not to
| Good fit | Needs hand editing |
|---|---|
| Teams where most people are interchangeable | Teams where only some staff have the skills for a role |
| A fair first draft to start from | Staff with fixed availability, school-run days or part-time contracts |
| Rotating shift types week to week | Agreed requests, holidays and swaps |
Generate first, then use the drop-downs to apply the exceptions. Because the tool shows hours per person and head-count per day as you edit, you can see straight away if a change causes a gap.
Getting a better generated rota
- Set realistic days off. Two days off gives a five-day week; three gives a four-day week. Part-timers can be given extra days off by editing their row afterwards.
- Use a minimum per day to guarantee cover on days when you can't run short.
- Keep shift types few. Two or three types are easier to share fairly than six.
- Regenerate for the next week and change the week commencing date — different people will get the busier days.
Need a plain editable rota rather than a generated one? Try the rota maker — it is the same tool with an early/late/long-day setup.
FAQ
What is a rota generator?
A tool that builds a staff rota for you from your team, shift times and days off, instead of you filling in every cell yourself.
Is the generated rota fair?
It is fair in terms of working days, hours and shift-type rotation. It cannot know personal circumstances, so check it and edit it where needed.
Can I generate a rota for more than one week?
Generate one week at a time: change the week commencing date and generate again. Each run starts with the people who have worked least, so patterns vary.
Can I lock a shift before generating?
Not yet. Generate first, then change the cells you need by hand — hours and cover update instantly.
Is my team's data uploaded or stored?
No. Names, shifts and hours stay in your browser. They are saved in your browser's local storage so the schedule is still there next time, and are never sent to our servers. Clearing your browser data removes them.
Does the tool check labour law?
No. It adds up hours and warns when someone is scheduled above a general weekly threshold, but rules on overtime, breaks, rest periods and advance notice depend on your country, state or city and your contracts. Check official guidance or ask an adviser before you rely on a schedule.