FIFO Roster Tracker Excel - Free Template

In this workbook, a swing is an inclusive calendar window from Roster Start to Roster End. That window includes site work, travel and leave taken during the swing. Days off after the swing are outside it. This definition matters: adding travel again to a window that already includes travel would inflate the roster length.

The day categories are exclusive in this planning model. A day cannot be counted once as travel and again as a full site-work day. If you need partial-day travel, hourly time sheets or several allowance rules within one day, use a more detailed record and adapt the calculation before relying on it.

Write the units in your pattern label: “14 days on / 7 off” is clearer than “14&7”. Expressions such as 2:1 often refer to weeks. The pattern column is descriptive only; changing it does not generate dates, rest days or a repeating calendar.

The workbook uses four separately entered components. Base-paid days are a manual input because travel and leave pay depend on the arrangement. Site allowance applies to site work days, while travel allowance applies to travel days.

If the same arrangement paid the base rate for only 12 days, changing Base-paid days to 12 would reduce the estimate to $11,870. The travel allowance still remains $170. This makes the assumption visible instead of treating all calendar days as automatically paid.

The Fair Work Ombudsman’s allowance guidance explains that entitlements depend on the relevant award or agreement and circumstances. Check the applicable rates and eligibility for each worker. The spreadsheet does not calculate overtime, penalties, leave entitlements, PAYG or super, and its roster pay result is not a complete payroll calculation.

1. Use Roster Log rows 3:102. Enter a stable employee ID, the name, site, project and inclusive dates.
2. Give the swing its own unique ID in W. Reuse the employee ID for the same person’s later swings.
3. Enter travel days and leave days, using numeric zero where neither applies.
4. Enter the verified base-paid days, daily rates, allowance rates and any other pay amount.
5. Choose Planned, Confirmed or Cancelled. These are scheduling decisions you make; they are not live attendance states.
6. Check T for OK or REVIEW, then compare the calculated site days and pay with your source roster.

A confirmed swing can include leave. The workbook no longer decides that someone is “active” simply because their leave entry is zero. Cancelled swings remain in the log for reference but do not contribute to operational day or pay totals.

Whole-log totals

Valid, non-cancelled records across all 100 prepared rows. Planned and Confirmed swings are both included in planning totals.

Employee table

Ten editable employee IDs. A person’s later swings are grouped by ID, even if they appear on different rows.

Site table

Seven listed sites. Replace the labels with your own and keep spelling consistent with the log.

Monthly table

Six months starting at A37. The entire swing is assigned to its start month; days and pay are not divided across calendar months.

The example swing from 10 February to 9 March is counted in February’s start-month summary. That is useful for comparing swing starts, but it is not a February payroll accrual or daily occupancy report. Move A37 to the first day of the six-month period you want to inspect.

The checks for pay outside the listed employees and sites help reveal amounts not covered by those smaller tables. Use unique employee IDs in the selected-ID table so one worker is not listed twice. The overall totals still cover all valid records, including people or sites outside the displayed lists.

Leave rate is leave days divided by calendar swing days. It is not a leave balance or the percentage of employees taking leave. The status chart counts valid Planned, Confirmed and Cancelled records; cancelled records remain visible there even though they are excluded from operating totals.

• Resolve REVIEW records, especially date reversals, duplicate swing IDs and overlaps. Invalid rows are excluded from totals.
• Check that travel plus leave does not exceed the swing window and that base-paid days reflect the agreed arrangement.
• Compare flight dates, site access and the operational roster with the entered dates. The file does not book travel or check flight changes.
• Select the print area for the relevant crew or period and inspect the PDF before sending it.

The sheet filter only changes the visible rows. It does not make the dashboard recalculate for a filtered crew. For a separate report without changing formulas, save an appropriate working copy and verify its contents. Keep personal information to what the roster needs; an internal employee ID is enough to identify the record.

For more than 100 swings, expand the formulas, overlap checks, filters and summary ranges together. For pay components that need hourly rates, the award rate pay worksheet can help organise independently checked amounts, but neither file determines the worker’s legal entitlements.