Roster
Staff, role, club, day, start, finish and break, with paid hours calculated for every shift.
FREE EXCEL TEMPLATE
Gym staff roster template: shifts, hours and cover checks for every club.
Plan a week of shifts across one club or several. The roster works out paid hours, including shifts that cross midnight, and the coverage check flags any day without an opener, a closer or a current first aider, plus hours against budget.
By Callan, ClubPilot · Updated
Free Excel template · Works in Google Sheets · No sign-up required
- Weekly roster for up to 10 clubs
- Flags missing openers, closers and first aiders
- First aid and CPR expiry alerts per staff member
AT A GLANCE
Built around accountable follow-through.
Coverage
For each club and day: staffed hours, opening and closing covered, first aider gaps and the week against budget.
Staff
Role, employment type and first aid and CPR expiry dates, flagged when expired or expiring soon.
HOW IT WORKS
Set up once, then roster each week.
Enter your clubs' staffed hours and weekly hours budget, list your staff and their certificates, then enter shifts. The coverage sheet updates as you go.
- Clubs sheet: staffed opening and closing times for weekdays and weekends, and the hours budget
- Staff sheet: role, employment type and first aid and CPR expiry dates
- Roster sheet: one row per shift, with paid hours worked out
- Coverage sheet: the gaps to fix before you publish the roster
PAY RATES
Rates and penalties come from the award, not the roster.
The template deliberately holds no pay rates. Most gym staff are covered by the Fitness Industry Award; check current rates, penalties and break rules with the Fair Work Ombudsman or your payroll provider.
Fitness Industry Award
Fair Work's summary of the award and its pay guides.
Visit the official pageGym staff onboarding software
Onboard new staff, track training and keep certificates current in ClubPilot.
Open pageSTRAIGHT ANSWERS
Gym staff roster template: questions worth asking.
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets.
How does the first aider check work?
For each shift, it checks whether someone with a current first aid certificate is rostered at the same club when the shift starts. If not, the shift and the day are flagged.
Can it calculate wages?
No. It totals paid hours only. Award rates and penalties change and depend on each employee, so use your payroll system for pay.
We already use Deputy or another rostering app. Is this useful?
Use your rostering app for publishing shifts and timesheets. This template is useful for planning a new club, checking cover rules, or if you don't have an app yet.
FREE RESOURCES
More free gym operations guides
New gym manager first 30 days plan
Help a new manager learn the club, establish responsibilities and agree priorities before changing routines. Use weekly checkpoints with the area manager to turn observations into practical actions. Free PDF
Gym staff induction checklist
Safety, emergencies, equipment, members and systems before a new starter works alone. Free PDF
Gym member feedback follow-up template
Give each feedback item a response owner, due date and closure check. Keep sensitive member information in your approved member system and use references here. Free PDF
Gym petty cash reconciliation template
Record the opening float, approved additions, receipt-backed spending and counted closing cash. Investigate differences before sign-off. This is an operational record, not tax advice. Free PDF
Gym event planning and follow-up pack
Plan an open day, Christmas event or member challenge with preparation tasks, budget approval and a post-event review. Seasonal ideas help you adapt the activity without inventing guaranteed results. Free PDF
Gym shift handover template
Make the next shift aware of unfinished work, unavailable equipment and promised follow-ups. Record acknowledgement so an urgent task does not disappear between shifts. Free PDF
A PRACTICAL NEXT STEP
Know every club has the right people on.
ClubPilot keeps staff onboarding, training and manager routines in one place across every club, and can connect to Deputy rostering.