100% free rostering HR policy templates
Comprehensive templates to help manage employee scheduling, shift allocation and roster-related processes. 100% free, fully editable and aligned with Australian workplace laws.
Browse templatesWhat are rostering HR policies?
Rostering policies establish clear guidelines for how employee work schedules are created, communicated and managed. They cover everything from shift allocation and availability management to swap procedures and dispute resolution.
These policies help businesses comply with award notice requirements, ensure fair treatment of employees and create consistent processes that work for both operational needs and staff preferences. Essential for any business that manages shift-based workforces.
Rostering Policy
The foundational policy covering how employee <a href="/glossary">rosters</a> are created, managed and communicated. Includes principles of fair rostering, operational requirements and employee rights.
Read moreShift Scheduling Policy
Details the operational approach to creating <a href="/glossary/shift-work">shift</a> schedules. Covers shift types, shift lengths, break requirements and how business needs are balanced with employee preferences.
Read moreRoster Changes & Variations Policy
Covers how <a href="/glossary">roster</a> changes are managed after publication. Includes employer-initiated changes, notice requirements, employee requests and compensation for short-notice changes.
Read moreShift Swap & Coverage Policy
Establishes procedures for employees to swap shifts or find coverage. Covers approval requirements, eligibility criteria, documentation and manager oversight of swaps.
Read moreAvailability & Unavailability Policy
Sets out how employees submit their availability preferences and unavailability requests. Covers notice requirements, approval processes and how availability is factored into rostering decisions.
Read moreRoster Publication & Notice Policy
Establishes when and how rosters are published, minimum notice periods for roster release and how employees access their schedules. Helps support compliance with award notice requirements.
Read moreOn-Call & Standby Policy
Establishes the framework for on-call and standby arrangements including expectations, compensation, response times and how on-call periods are rostered and rotated.
Read moreMaximum Hours & Scheduling Limits Policy
Defines maximum working hours, overtime limits and scheduling restrictions. Helps support compliance with National Employment Standards, awards and fatigue management requirements.
Read moreConsecutive Shifts & Rest Periods Policy
Establishes minimum rest periods between shifts and limits on consecutive working days. Helps support compliance with fatigue management requirements and promotes employee wellbeing.
Read moreShift Acceptance & Attendance Policy
Outlines expectations for accepting rostered shifts and attendance requirements. Covers notification procedures for absences, no-shows and consequences for repeated non-attendance.
Read moreFair Allocation of Shifts Policy
Outlines principles for equitable distribution of shifts including desirable and less desirable shifts. Covers how seniority, skills and fairness considerations are balanced.
Read moreRostering Disputes & Escalation Policy
Provides a clear process for raising and resolving rostering concerns. Covers informal resolution, formal escalation steps and how disputes are fairly addressed.
Common rostering issues employers face
Without clear policies, these situations become harder to manage
Last-minute roster chaos
Staff unsure of shifts until the last moment
Unmanaged shift swaps
Swaps happening without proper approval
Fairness complaints
Perceptions of unfair shift allocation
Overtime blowouts
Hours exceeding limits without oversight
Fatigue and safety risks
Insufficient rest between shifts
No clear escalation path
Rostering disputes without resolution process
These templates help you manage rostering consistently and fairly.
What should rostering policies include?
Essential elements for effective rostering governance
This is why we offer multiple templates—each covers different aspects of rostering management.
Who these templates are best for
What happens without rostering policies?
Without policies
- Inconsistent and unfair shift allocation
- Award compliance breaches and penalties
- Staff frustration and high turnover
- Fatigue-related safety incidents
With policies
- Fair and transparent scheduling
- Compliance with notice requirements
- Clear processes staff can rely on
- Proper rest periods and safe scheduling
Legal disclaimer
These templates are designed to reflect Australian workplace standards and Fair Work principles at the time of publication. They are provided as a general guide only and do not constitute legal advice.
Rostering practices must comply with the National Employment Standards, relevant modern awards and enterprise agreements. Requirements for roster notice, maximum hours and rest periods vary by award. For specific compliance advice, independent legal or HR advice should be sought.
Why rostering policies matter
Clear rostering policies create predictability for both managers and employees. They ensure shifts are allocated fairly, changes are managed consistently and everyone understands the rules.
Well-documented policies also protect your business by demonstrating compliance with award requirements and providing evidence of fair treatment. They reduce disputes and create a foundation for efficient workforce management.
These templates give you a comprehensive framework for managing all aspects of employee rostering professionally and compliantly.
Rostering policies FAQ
- This depends on your modern award. Most require 7 days advance notice, some hospitality awards require only 3 days. Check your specific award and set clear expectations in your Roster Notice Policy.
- Yes, but you must follow award rules about notice and may need to pay penalties for short-notice changes. Your Roster Changes Policy should outline when changes are allowed and how much notice is required.
- Establish clear processes for submitting availability and how far in advance it's needed. Our Availability Policy covers submission requirements and how availability factors into rostering decisions.
- Have backup procedures like on-call staff, overtime arrangements, or manager coverage. Your Rostering Policy should outline escalation processes for coverage gaps.
- Check your award for minimum shift lengths. Most awards require minimum 2-4 hour shifts. Rostering very short shifts may breach award requirements and damage staff morale.
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This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.