Free hospitality roster template
A weekly roster for pubs, restaurants and cafés, laid out by section the way a venue actually runs. It adds up everyone’s hours, handles shifts that finish after midnight, and shows you any night a section has nobody on. Free, no sign-up.
Excel (.xlsx), 14 KB. Works in Excel, Google Sheets and Numbers.
| Section | Name | Start | Finish |
|---|---|---|---|
| Bar | Mia | 17:00 | 01:00 |
| Tom | 18:00 | 00:00 | |
| Ana | 20:00 | 01:00 | |
| Floor | Priya | 17:00 | 22:00 |
| Jack | 18:00 | 23:00 | |
| Kitchen | Luca | 16:00 | 22:00 |
| Sam | 17:00 | 21:30 | |
| Gaming | Nobody rostered | ||
A section with nobody on shows up in the cover summary before you publish.
What’s in it
- Rostered by section. Bar, floor, kitchen, gaming and functions are the rows, so you can see who’s covering what. Rename them to match your venue.
- A start and finish for every day. Monday to Sunday, with the dates filled in from the week you pick.
- Hours that add up correctly. Shifts that finish after midnight count properly, and unpaid breaks come off the total.
- A cover summary. How many people each section has every day, and total hours per day. A zero on a night you trade is a gap.
- An optional wage estimate. Enter a base hourly rate to see a rough base cost per person and for the week.
- Ready to print. Landscape on one page wide, with the headings repeated on every page.
How to use it
Set the week
Enter your venue and the Monday the week starts. Rename the sections to match how your venue runs.
Fill in the shifts
Type 24-hour start and finish times, like 17:00 and 01:00, and each person’s unpaid breaks for the week.
Check the cover, then publish
Look at the cover summary for any section with nobody on, fix it, then share the roster with your team.
A few things a template can’t do for you
A spreadsheet adds up hours. It doesn’t know your award. Before you roster short top-up shifts or long doubles, check the minimum shift length, breaks and pay rates for your award at awards.fairwork.gov.au. This is general information, not legal advice.
It also can’t tell you whether the roster is the right shape for the night. That comes from looking at what last Friday actually looked like, staggering starts into the peak, and rostering your closers on purpose. There’s more on that in how to roster a pub for a busy Friday night.
And once the roster’s out, a spreadsheet stops helping. Swaps happen in the group chat, the file on the office computer goes out of date, and the hours people actually worked have to be copied in by hand. That’s the part Kaslu Work is built for: the roster on every staff phone, swaps staff arrange themselves, and clock-ins that only count once they’re on site. If you run more than one venue, each one keeps its own setup.
Questions
Is the roster template really free?
Yes. Download it, change it, and use it at as many venues as you like. There’s no sign-up and no email needed.
Does it work in Google Sheets or Numbers?
Yes. In Google Sheets, choose File, then Import, and upload the file. Numbers opens it directly.
How does it handle shifts that finish after midnight?
Type the finish time as it is, such as 01:00. The template counts it as the next morning, so a 17:00 to 01:00 shift is 8 hours.
Does it work out award pay or penalty rates?
No. It adds up rostered hours and, if you enter a base hourly rate, a rough base wage cost. Penalty rates, casual loading, allowances, overtime and super aren’t included. Check your award’s rates at awards.fairwork.gov.au.
Can I add more sections or staff?
Yes. Rename the sections in the first column to match your venue. For more people, insert a row inside a section and copy the row above into it, so it picks up the hours formula. The totals and the cover summary include any rows added inside the table.
Done with rosters in spreadsheets?
Kaslu Work puts the roster on every phone and only counts clock-ins made on site. Early access is opening to Australian hospitality groups a few at a time.