Start with expected trade before shifts are placed.
Free hospitality planning tool
RotaSmart demo preparation worksheet
Use this worksheet to gather the sales, rota and labour details that make a RotaSmart walkthrough more useful.
ForecastPlan labourCheck wage %Review before publish
Web preview: use this before publishing
Edit the preview in the browser if useful, then print or export CSV. The public page does not store entered data server-side.
Trading and forecast
Collect the sales and trading context that shapes the rota.
| Detail | Your notes | Why it matters |
|---|---|---|
| Last week's sales | Shows the trading base behind the current rota. | |
| Next week's expected sales | Sets the forecast the rota should be planned against. | |
| Known events | Events can shift cover into different dayparts. | |
| Weather or garden context | Outdoor trade can change staff demand. | |
| Wet/food split if relevant | Wet-led and food-led pressure can create different labour needs. |
Current rota
Use one real rota week instead of abstract demo data.
| Detail | Your notes | Review prompt |
|---|---|---|
| Current rota cost | Helps compare planned labour with expected trade. | |
| Total staff hours | Shows the planned labour shape for the week. | |
| Wage percentage | Highlights whether the rota is drifting from target. | |
| Open shifts | Shows where cover is still unresolved. | |
| Repeated late closes | Flags fairness or fatigue pressure for review. | |
| Quiet-period over-cover concern | Shows where hours may be sitting away from peak demand. |
Staff changes
Write down how change requests reach the rota today.
| Detail | Your notes | Review prompt |
|---|---|---|
| Availability process | Shows how availability reaches the rota builder. | |
| Time off process | Shows where approvals or gaps appear. | |
| Shift swap process | Shows how changes are controlled after publish. | |
| Common last-minute issue | Highlights the workflow problem to discuss. |
Payroll and sign-off
Keep this high level; the worksheet does not replace payroll advice.
| Detail | Your notes | Review prompt |
|---|---|---|
| How hours are signed off | Shows how planned and actual hours are checked. | |
| How payroll export works | Shows whether rota data is ready for payroll review. | |
| Common payroll issue | Highlights where manual checking takes time. | |
| Whether manager costs are included | Shows whether wage percentage includes all expected labour cost. |
What you want to improve
Choose the main walkthrough focus before you speak with RotaSmart.
| Focus area | Priority or notes | Useful starting question |
|---|---|---|
| Wage percentage | Where does labour cost start to drift? | |
| Forecast accuracy | How is expected trade used before the rota is built? | |
| Rota build time | What checking or rework slows the rota down? | |
| Staff availability | Where do gaps or requests reach the rota late? | |
| Payroll readiness | What needs manual checking before sign-off? | |
| Fairness/fatigue | Where do repeated closes or weekend pressure appear? | |
| Other | What would make the walkthrough useful? |
Use this before publishing
- 1Pick one real trading week rather than a perfect example.
- 2Add sales, forecast, rota cost, staff hours and wage percentage where you have them.
- 3Record the main staff-change and sign-off issues that slow the week down.
- 4Print or export the worksheet for your own preparation; the public page does not store entered worksheet data server-side.
- 5Use the rota audit form when you are ready to bring the week to RotaSmart.
How to use this worksheet
- Use the worksheet before requesting a rota audit or walkthrough.
- Leave unknown fields blank rather than inventing numbers.
- No PDF or spreadsheet download is promised; use browser print or CSV export from the web preview.
How RotaSmart uses this information
See labour cost while the rota can still change.
Spot risk before the week goes live.
RotaSmart uses these details to show how forecast, labour cost, wage percentage and staff changes can sit together. A better walkthrough uses a real trading week instead of abstract demo data, and this worksheet helps you bring the right information.
Explore hospitality rota software or see labour cost control.
Planning note
Use this as a planning guide and check it against your own venue. This template does not replace payroll, HR or legal advice.
Review this result against a real rota week
Use the result as a prompt, then compare it with the forecast, rota draft, open shifts and venue context.
Related resources
Keep the same planning context connected across product pages, guides and tools.
Questions operators ask
Short answers for using the tool without treating the result as a fixed operational rule.
Does the worksheet store my rota details?
No. The public worksheet is a browser preview for preparation, print and CSV export. It does not store entered worksheet data server-side.
Do I need every field before a walkthrough?
No. Bring the details you have. Real context is more useful than invented numbers.
Why use one real trading week?
A real week makes it easier to discuss forecast, labour cost, wage percentage, staff changes and sign-off in the same workflow.
Bring this week to a RotaSmart walkthrough
Use the public result as a starting point, then review forecast sales, planned labour, wage percentage, open shifts and rota risk with real context.