Duty Rota Template for Clubs (Free Download)

Free duty rota template for your club

Plan who is on duty and spot the gaps. Choose the Excel file for overlap checks, or use Word and PDF for a simple season grid. All three are free. The downloads are not linked to an app.

Tested in Excel. Google Sheets imports have not been tested.

A duty rota spreadsheet with useful checks

The Excel file adds a few checks to the printable rota. It flags open slots, missing replies and two duties that overlap for the same person. It has a blank sheet and a separate example. The names in the example are made up.

Use one row for each duty slot. There is space for 500 slots. Give each helper a stable ID, such as V-001. The overlap check uses that ID, not the person's name.

Enter the date, start time, end time and duty.
Add the helper's ID and name when they take the slot.
Check their skills and availability before you mark Eligible as Yes.
Mark Confirmed as Yes only after they agree.
Review the Check column and fix any gaps before sharing.

Try the overlap example

Alex Example is on the gate from 09:00 to 11:00. Alex is also on the desk from 10:00 to 12:00. Both rows use V-001 on the same date. Both show Overlap.

Change the desk start time to 11:00. The warning should clear. The two duties now touch, but do not overlap. You still need to allow time to travel or hand over the job.

A missing helper shows Open slot. A person who has not replied shows Awaiting reply. Ready means the row has passed these basic checks. It is not a safety sign-off.

What the file cannot check

The Eligible field is a manual check by your club. The workbook does not read training records or decide who can drive a safety boat. Check the rules and evidence for the role yourself.

The overlap check only compares slots with the same date and ID. Use real date and time values. A duty must end before midnight on the same date. For overnight duties, use a plan with full start and end dates. This file does not check them.

The file sends no messages. It does not arrange swaps or change a member's calendar. Give one person the job of keeping the rota current. Ask both helpers to agree to a swap before changing the rows.

Open the file and check the example

Download the Excel rota above. To try it in Google Sheets, open a blank sheet. Use File, then Import. Select Upload and pick the rota file. Test both overlapping duties before you add your own slots. Check the dates, time values and Yes/No lists too.

Keep the full file private. Share only the fields each reader needs. The download has no email or phone columns. Adding them to a public rota would expose more personal data.

For a simple season, this may be all you need. SailHQ adds duty roles, eligibility records and swap requests in its app. Use the system-choice guide to compare that whole job with the file.

Workbook and examples by SportsHQ. Sources checked on 10 September 2026. Country-neutral file. Club safety rules still apply.

What is in the Word and PDF versions

A season grid with dates, roles and names.

Space to note the skills each role needs.

A count of duties for each member.

A swap log to record who agreed to each change.

A short list of rota rules for the club to agree.

Making it yours

Use clear role names

Write what the helper will do. Gate, desk or safety boat crew is clearer than a code. Add the skills and support each role needs.

Check the whole season

Ask about dates people cannot do. Count the slots, but check the load too. A short desk duty is not the same as a long safety role.

Agree how swaps work

Name the person who approves a swap. Check the replacement can do the role. Tell both people when the change is agreed.

Questions

Which rota file should I choose?

Choose Excel for one slot per row and checks for overlaps. Choose Word to edit the season grid and swap log. The PDF is a print copy of the Word file.

Does the Excel file check skills?

No. Your club checks skills and marks the Eligible field. The file cannot check a training record or approve a safety role.

Can I use the rota in Google Sheets?

Yes, you can import the Excel file. Check the made-up overlap example, dates and time values after import. Share the full file only with people who need it.