Security guard roster template
A free, editable roster for security companies: one row per guard per shift, with licence details and hours built in.
Download the free roster template (CSV)CSV file, opens in Excel or Google Sheets. Published 19 October 2026 by BeVigil.
What a security roster needs to cover
Requirements differ by state and by award, so treat this as a practical checklist rather than legal advice. A usable security roster records:
- Who is working: the guard's name, licence number and licence expiry date.
- Where: the site name and address.
- What they are doing: the function, such as static, patrol or crowd control. A guard's licence has to cover the work.
- When: date, start and finish times, including overnight shifts that finish the next morning.
- Breaks: the unpaid break length, so hours worked are calculated correctly.
- Total hours: per shift, and per guard across the week, so you can spot overloads and short rest between shifts.
- Notes: site instructions, handover details, or a reminder that a licence is about to expire.
The template has a column for each of these: week starting, day, date, site, site address, guard name, licence number, licence expiry, function, start, finish, break, hours and notes.
How to use the template each week
- Download and save a copy. Open the CSV in Excel or Google Sheets and save it as your master roster. Delete the three example rows, which are marked EXAMPLE.
- Enter the week's sites and shifts. Add one row per guard per shift. Fill in the week starting date, the site and address, the function, and the start and finish times.
- Add guards and check licences. Enter each guard's name, licence number and expiry. Before you assign anyone, confirm the licence has not expired and covers the function.
- Check hours and rest. Work out hours after breaks and add up each guard's week. Look for back-to-back shifts and anyone over your weekly limit, and check the current award for your rest and break obligations.
- Send it out and keep the version. Share the final roster with your guards and keep a dated copy. If something changes, change the master and tell everyone affected.
Where spreadsheets break
A spreadsheet is a sensible start for a small team. It gets harder to trust as the number of sites and guards grows.
Last-minute call-ins
When a guard is sick an hour before a shift, a spreadsheet can't tell you who is available, licensed for that site and not already near their weekly hours. You work it out by phone.
Swaps by text
Guards swap shifts by messaging each other, and the roster is only updated if someone remembers. The sheet shows one person and the site has another.
Missed licence expiries
An expiry date in a cell does nothing on its own. Nobody is reminded when it approaches unless you build the formula and check it.
No proof of attendance
A roster shows who was meant to be on site, not who turned up, when, or whether they were actually at the site.
When you are ready to move off the spreadsheet
BeVigil handles each of those gaps. Open shifts go to every eligible guard, swaps need manager approval, and scheduling warns about expired certifications, overlapping shifts and short rest. Guards clock in with a GPS check against the site, so you have a record of attendance. Licence and certification expiry dates are tracked, and QLD, NSW and ACT licences can be checked against the official register. Read more about security guard rostering software.
It costs $5 per active guard per month (6-guard minimum), with a 30-day free trial. Cancel anytime, no lock-in contract. Start your free trial.