Free template
Hotel rota template
Short answer
A hotel rota lists, for one week, who works which shift in each department, with start and end times, breaks and days off, and totals the hours per person. This free template does that on one page. Print it, or download the CSV and fill it in Excel, Numbers or Google Sheets.
Written by the founder of Oste, who is building it with ten founding hotels. Reviewed by the founder. Last updated: . First published: .
Key facts
- One week, one page, grouped by department.
- Start, end and break per shift; hours totalled per person.
- Days off and holidays marked, so cover gaps are visible.
- Free: print or CSV, nothing to sign up for.
- General information, not employment or legal advice.
The template
| Department | Name | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Hours |
|---|---|---|---|---|---|---|---|---|---|
| Front office | Example: Anna | 07-15 | 07-15 | off | 15-23 | 15-23 | 15-23 | off | 37.5 |
| Housekeeping | Example: Elena | 08-16 | 08-16 | 08-16 | off | off | 08-16 | 08-16 | 37.5 |
| Night | Example: Marco | 23-07 | 23-07 | 23-07 | 23-07 | off | off | 23-07 | 37.5 |
How do you fill in a hotel rota?
- Start from the forecast: arrivals, departures and occupancy per day.
- Set the minimum cover per department and shift.
- Place the fixed people first, then the part-time and seasonal staff.
- Mark days off and holidays before anything else is moved.
- Total the hours per person and check them against contracts and the law.
How are hours counted?
Hours are the time between start and end minus unpaid breaks. In the example, 07:00 to 15:00 with a 30-minute unpaid break is 7.5 hours. Rules on breaks, rest between shifts and maximum weekly hours differ by country and contract; check your own.
How does the rota connect to labour cost?
Hours times hourly cost gives the week’s labour cost. Divide it by the occupied room nights of the same week and you have labour cost per occupied room, which the free calculator works out for you.
Questions people ask
Is the rota template free?
Yes. Print it or download the CSV; there is nothing to sign up for.
Does it check working-time rules?
No. It totals hours. Working-time rules depend on your country and contracts. This is general information, not legal advice.
Does Oste plan rotas?
Rota and hours are part of the Oste team module, which is in build. Rota suggestions are rule-based and explainable; a person decides.
Read next
Oste is in build
Where to next?
This is the paper version. A free weekly hotel rota template by department: shifts, breaks, days off and hours per person. Print it or download it as CSV for Excel or Google Sheets.
I run a hotel
Put your hotel forward for one of ten founding places. Shape how it’s built, and go live first. Founding pilots are targeting early 2027.
I work on the floor
See the phone app as it is designed, with example data. Nothing to sign up for. If you like it, tell your manager.
I build hotel software
See the API before it opens. It’s included in every plan.
Just want the monthly update? Shift handover: one email a month, three parts: done, open, watch out. Get the monthly update