Cinema staff rota template

• Settings: the week, up to eight roles with the minimum you want on duty while open, the first show start and last show end for each day, how long the team is needed before and after shows, and employer on-costs as a percentage if you want them in the cost.
• Staff: up to 25 people with their main role, hourly rate and contracted hours.
• Rota: for each person and day, a role, start, end and unpaid break. Paid hours, hours over or under contract, and cost per person calculate on the right. Shifts that finish after midnight work.
• Summary: hours and cost by role and by day, total labour cost, and labour as a share of forecast revenue if you enter a forecast.
• Cover: people on duty every half hour for each day of the week, and by role for a day you pick. Times outside the team hours are grey; gaps below your minimums are red.

Example names, rates and shifts are filled in so you can see the formulas working. They are placeholders, not wage benchmarks.

Start from the programme, not the staff list. Once you know each day's first show and when the last one finishes, put those times on the Settings tab with the minutes you need before doors and after the last film. The showtime planner lays a week of sessions across your screens if you have not done that yet.

Then fill the Staff tab and type shifts on the Rota tab as 24-hour times. Check the Cover tab: red cells mean fewer people than your minimums while the building is open, usually at changeovers or late on busy nights. Adjust, and watch the Summary tab for the labour cost.

The cost is hours times rate plus your on-cost percentage. Overtime premiums, night rates, holiday pay and break rules depend on contracts and local employment law, so add those yourself where they apply. To see how labour sits against the rest of a cinema's costs, try the movie theater profit calculator.

• Cinema opening and closing checklist: the duties each shift covers.
• Showtime planner: the week's sessions across screens.
• Screening break-even calculator: staff cost per show against admissions.
• How movie theaters make money.
• Cinema management software.