Restaurant Staff Shift Roster (Excel)
Plan the week for your kitchen and floor team on one page you can print and pin up. Set up your shifts once (morning, evening, general, split, closing) with their times and breaks, list your staff with their roles, and fill the week with shift codes from a drop-down. The roster counts each person's hours, warns when someone has no weekly off or is over their hour limit, and shows how many people are on duty in each shift and each role every day.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Name | Role | Nov-26 | Nov-26 | Nov-26 | Nov-26 | Nov-26 | Nov-26 | Nov-26 | Hours | Days on | Offs | Check |
| Rakesh Kumar | Head chef | S | S | S | OFF | S | S | S | 54 | 6 | 1 | Over hours |
| Sunil Thapa | Cook | M | M | OFF | M | E | E | E | 46.5 | 6 | 1 | OK |
| Imran Ali | Tandoor cook | E | OFF | E | E | E | E | E | 48 | 6 | 1 | OK |
| Geeta Devi | Helper | M | M | M | OFF | M | M | M | 45 | 6 | 1 | OK |
| Manoj Yadav | Dishwasher | E | E | E | E | OFF | N | N | 47 | 6 | 1 | OK |
| Priya Nair | Captain | G | G | G | G | OFF | E | E | 48 | 6 | 1 | OK |
| Aman Singh | Steward | M | OFF | M | M | M | E | E | 46 | 6 | 1 | OK |
| Rohit Verma | Steward | OFF | E | E | E | N | N | N | 46.5 | 6 | 1 | OK |
| Neha Arora | Cashier | G | G | OFF | G | G | G | L | 40 | 5 | 1 | OK |
| Vikas Rawat | Delivery rider | N | N | N | OFF | N | N | N | 45 | 6 | 1 | OK |
What's inside
- Shifts sheet: code, name, start and end time, an optional second part for split shifts, unpaid break and paid hours worked out automatically, including shifts that end after midnight
- Staff sheet: name, role (chef, cook, helper, steward, captain, cashier, dishwasher, delivery rider, manager), phone and weekly hour limit
- Roster sheet for a week: dates fill in from the week start, shift code drop-down for every person and day, hours, days worked, weekly offs and a check column
- Coverage sheet: people on duty per shift and per role for each day, so you can see a short Saturday dinner before it happens
- Landscape A4 print layout with a shift-time legend
How to use it
- On the Shifts sheet check the sample shifts and change the times to match your restaurant. Keep OFF (weekly off) and L (leave) as they are.
- On the Staff sheet list everyone with their role and weekly hour limit (48 is a common limit; check your state's shops and establishments rules).
- On the Roster sheet type the first day of the week (for example a Monday) in the yellow cell.
- Pick a shift code for every person on every day. Hours, days worked and offs calculate as you go.
- Check the Check column for "No weekly off" or "Over hours", and look at the Coverage sheet for days with too few people in a role.
- Print the Roster sheet (it fits A4 landscape) and pin it up, or share it as a PDF on the staff WhatsApp group. Save a copy for each week.
Tips
- Plan the busiest shifts first (Friday and Saturday dinner, Sunday lunch) and fit weekly offs around them.
- Rotate weekly offs fairly; nobody should always lose their weekend.
- A split shift (lunch and dinner with a gap) suits small restaurants, but make sure the gap is real rest.
- Keep at least one person with food safety training on every shift.
Questions and answers
How are hours worked out for shifts after midnight?
If the end time is earlier than the start time, the shift is taken to end the next day, so 17:00 to 01:00 counts as 8 hours before the break is taken off.
Can I add more shifts?
Yes. Add a row on the Shifts sheet with a new short code; it appears in the roster drop-down and on the Coverage sheet.
Does it check labour law?
It only flags a missing weekly off and hours above the limit you type for each person. Working hours, overtime pay and rest rules depend on your state; check them with your consultant.
How many staff can I schedule?
Up to 60 people on one roster. For a bigger team, keep a copy per outlet or per department.