Who's On WhatGuide
Moving your rota out of Excel
A rota migration does not need a large project. Move one real week, agree where the current version lives, and make the new habit obvious.
01
Choose a clean cutover week
Pick a typical week with enough lead time. Avoid maintaining both systems beyond a short checking period.
02
Bring across structure, not clutter
Transfer people, teams, work types and repeatable patterns. Leave behind old formatting, duplicate tabs and obsolete formulas.
03
Build and check one rota
Ask the managers who normally schedule work to validate availability, coverage and total hours.
04
Tell the team where to look
Share a clear cutover date and link. Explain that the live rota — not a downloaded copy — is now the source of truth.
05
Improve after launch
Collect feedback after the first week, adjust templates and permissions, then remove the old sheet from everyday access.