How to create the perfect staff rota

Megan Lipscombe

Megan Lipscombe

Marketing Lead

Creating your staff rota isn’t as straightforward as it might first seem. There’s more to consider than just adding employee details to a generic rota template. A good rota will incorporate the needs of both you and your employees. So without further ado, here’s what you should consider when building your staff rota.

Look for longevity

Your staff rota should be something you can adapt and use time and time again. It should be dynamic enough so you can adjust it inline with changing demand and employee requests; but rigid enough to ensure consistency where needed.

Make it easy to amend

Last minute changes are inevitable, but you don’t want that to result in you having to rebuild your rota from scratch. Find yourself a solution with a drag and drop interface and collaborative editing, so any changes you need to make can be done easily and in real-time; and you don’t have to go back to the drawing board whenever an employee requests to change their shift.

Incorporate employee preferences & skill sets

A good staff rota should take into account employee needs and preferences, as well as their skill set. It’s not just a case of filling shifts; it should be about having the best person for the job, all whilst incorporating employee preferences and availability. 

Ensure compliance

Your rota needs to account for legislations such as Working Time regulations, the GDPR and Data Protection Acts. Rota software such as Rotaready will take care of this for you, giving you one less thing to worry about.

Account for varying demand

Footfall to hospitality, retail and leisure businesses can vary due to a number of different factors, such as one off events or seasonal changes. It’s important that your staff rota takes this into account and isn’t just the same everyday.

Make it easy to share

Last but not least, your rota should be easy to share. No one wants the aggravation of trying to share paper based staff schedules or making sure everyone has the latest version of your spreadsheet based rota. A staff rota that is easy to share and update in real-time is going to make everyone’s life a whole lot easier.

And here’s what your employees will look for in a good staff rota …

Easily accessible

Providing your employees with the means to view their upcoming shifts at any time and from anywhere, will not only make their lives easier but will result in less admin time for you.

Visibility over upcoming shifts, well in advance

Be sure to share your staff rota well in advance so your employees can make plans around their upcoming shifts, without having to come to you to ask when they’re next working.

Flexibility and control over shifts

Make sure it’s easy for your employees to request time off and make changes to their schedules. Give them the opportunity to request shift swaps and easily book time off.

There’s a lot to take into account, and that’s why we developed Rotaready specifically for hospitality, retail and leisure businesses. So you don’t have to worry about any of it. Our intelligent rota software helps you create the perfect staff rota in just a few clicks. If you’d like more information on how we do this then drop us a message via live chat or email us at We’ll be happy to answer any questions you may have!

Share this post

Eat Out to Help Out – the scheme saving hospitality

Eat Out to Help Out – the scheme saving hospitality

With over 85,000 restaurants taking part, 35 million meals claimed in the first two weeks and restaurants 27% fuller than they were during the same period (Monday to Wednesday) in August 2019; none of us can deny the po...

Read more
Our mobile app is looking fresher than ever!

Our mobile app is looking fresher than ever!

Over the past couple of months our design and engineering teams have been working hard behind the scenes to revamp the Rotaready app on both iOS and Android. Not only have we brought the app inline with our new brand, w...

Read more

Like what you've read? Check us out!