How to make a hospitality staff rota: a 7-step guide
Updated
A good rota makes sure every shift is covered, keeps labour costs in check and tells your team where they stand. Yet in many venues it still eats up hours every week. This guide walks you through building a rota that works — on paper, in a spreadsheet or in a scheduling app.
1. Work out how many people you need each day
Start with demand, not with your staff. Look at revenue or covers for the same week last year, bookings, the weather and local events. Turn that into shifts: how many people do you need front of house, behind the bar and in the kitchen, and from when to when?
2. Define fixed shifts and functions
Most weeks look alike. Define recurring shifts — say floor evening 17:00–23:00 or kitchen lunch 10:30–15:30 — and attach the function each one needs: line cook, bar lead, runner. That way you never end up with three runners and no supervisor on a Saturday. In Gedekt you set up departments and functions and fixed shifts once.
3. Collect availability on time
Set a fixed weekly deadline that fits your publishing schedule. If you publish three weeks ahead, as the Dutch hospitality collective agreement (cao Horeca) requires, collect availability about four weeks ahead. Use two levels, can and prefer, so you know not only who is available but who wants the hours. Anyone who misses the deadline is scheduled on their default availability.
4. Place your regulars first
Put staff with fixed contracts and fixed days on the rota first, then fill the rest with part-timers and on-call staff. Keep contract hours in mind: someone on 24 hours should get roughly 24 hours.
5. Check the rules
Dutch law sets limits: a maximum of 12 hours per shift, at least 11 hours of rest between shifts, and mandatory breaks. Staff under 18 have stricter limits. See the Dutch Working Hours Act for hospitality and young workers in Dutch hospitality. On-call staff must normally be called in at least 4 days ahead — see on-call workers in the Netherlands.
6. Check your labour cost
Before publishing, add up the planned hours and multiply by the hourly cost including employer charges. Compare it with expected revenue. More in calculating restaurant labour cost.
7. Publish at a fixed time — and sort out swaps
Publish at the same time every week. Under the cao Horeca, working days and times must be announced at least three weeks in advance, otherwise staff may refuse the hours. Make sure everyone can see it on their phone. Agree how swaps work: one channel, always with your approval. See shift swapping without the chaos.
Faster: let the rota build itself
Steps 3 to 6 are exactly the kind of work software does better than people. In Gedekt your regulars are already on the schedule, and the engine fills the rest based on availability, function and contract hours. You publish, your team is notified. See it in 30 seconds.
Frequently asked questions
How far in advance should a hospitality rota be published?
Under the Dutch hospitality collective agreement (cao Horeca), working days and times must be announced at least three weeks in advance, or staff may refuse. The law itself requires at least 4 days' notice for on-call staff. Check which collective agreement applies to your venue.
How long does it take to make a rota?
By hand or in a spreadsheet, a weekly rota for 15 to 25 people often takes 2 to 4 hours. With an app that fills shifts automatically it comes down to a few minutes of checking.
This guide is general information, not legal advice. Rules can change and your collective agreement may contain different terms.