How to make a rota
- Add your staff by name.
- Check the shift types — early, late and long day are set up; rename or change the times for your workplace.
- Pick the “week commencing” date. The rota runs Monday to Sunday and shows dates as day/month.
- Press Auto-fill fairly for a first draft, then change any cell using the drop-downs.
- Print it or save it as a PDF, or download a CSV for Excel or Google Sheets.
Rota is the UK word for what Americans call a work schedule: a list of who works when. This page is set up for UK-style weeks and dates; the work schedule maker is the same tool with US-style dates and weeks starting on Sunday.
What to put on a staff rota
- Who and when — name, day, start and finish time. Colour-coded shift types make the rota readable at a glance.
- Hours per person — the Hours column gives each person's paid time for the week, after unpaid breaks.
- Cover — the bottom row counts how many people are in each day, so gaps and overstaffing show up immediately.
- Date — always show the week commencing, so an old rota never gets mistaken for the current one.
Working time basics for UK rotas
The points below summarise GOV.UK guidance for workers over 18 (checked October 2026). Contracts can give more generous rights, and some jobs and ages have different rules.
- Weekly limit: no more than 48 hours a week on average — normally averaged over 17 weeks. A worker can choose to opt out. Under-18s cannot work more than 8 hours a day or 40 hours a week.
- Rest break at work: one uninterrupted 20-minute break if the working day is longer than 6 hours. It does not have to be paid; that depends on the contract.
- Daily rest: 11 hours between working days. Finish at 8pm and the next start should be 7am or later — so check every late-to-early turnaround on your rota.
- Weekly rest: either 24 hours without any work each week, or 48 hours each fortnight.
- Night workers (regularly working at least 3 hours between 11pm and 6am, unless a different night period is agreed) must not average more than 8 hours in 24, and cannot opt out of that limit.
The tool shows a warning when someone is scheduled for more than 48 hours in a single week. That is a prompt to look closer, not a legal test: the legal limit is an average, and it does not check rest gaps or breaks for you. Sources: GOV.UK maximum weekly working hours, rest breaks at work and night working hours; for advice contact Acas.
Rota tips
- Publish well in advance — staff can plan their lives, and fewer swaps are needed.
- Avoid late-to-early turnarounds — a late finish followed by an early start the next morning is the classic cause of tired mistakes and sickness.
- Share weekends fairly — rotate who works them week to week.
- Keep a note of agreed swaps and update the rota so it is the single source of truth.
FAQ
What is a rota?
A rota is a list that shows who is working which shifts and on which days. It is the UK and Commonwealth word for a work schedule or roster.
How do I make a staff rota?
List the staff, set the shift times, choose the week commencing date and fill in who works when. This tool does the hours and head-count sums and can auto-fill a fair first draft.
Can I print the rota or save it as a PDF?
Yes — use “Print / save as PDF” for a clean landscape rota, then choose Save as PDF in your browser's print dialogue.
Can I put the rota in Excel?
Yes. “Download CSV” opens in Excel, Numbers and Google Sheets.
Is there a limit on staff?
No fixed limit. The grid scrolls sideways on small screens; for big teams build the rota in sections (for example by department).
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.