Understanding rostering
Rostering is fundamental to managing shift-based workforces in Australia. Whether you're running a cafe, retail store, or healthcare facility, effective rostering ensures you have the right people working at the right times while meeting your legal obligations under the Fair Work Act.
Rostering involves
- Assigning staff to shifts
- Balancing coverage needs
- Managing availability
- Supporting compliance
Rostering considers
- Employee skills and qualifications
- Award requirements
- Labour budget constraints
- Staff preferences
For small teams, rostering can be done with simple tools like spreadsheets or our free roster tool. As teams grow, dedicated rostering software helps manage complexity and compliance.
Types of rosters
Different businesses use different roster structures depending on their operational needs and workforce composition:
- Weekly roster: The most common type, showing staff assignments for a single week (Monday to Sunday)
- Fortnightly roster: Two-week schedules common in healthcare and industries with longer shift cycles
- Rotating roster: Staff cycle through different shifts (mornings, afternoons, nights) on a set pattern
- Fixed roster: Employees work the same shifts each week—predictable but less flexible
- Split roster: Shifts with unpaid breaks in between, common in hospitality during service rushes
Key elements of a roster
An effective roster clearly communicates essential information to both managers and staff:
Every roster should include
Benefits of effective rostering
For employers
- Adequate coverage during busy periods
- Controlled labour costs
- Reduced last-minute scrambling
- Award and Fair Work compliance
For employees
- Advance notice of shifts
- Better work-life balance
- Fair distribution of shifts
- Clear expectations about hours
Fair Work roster requirements
Under Fair Work regulations, employers must comply with roster notice periods specified in applicable Modern Awards. Many awards require 7 days' notice for roster publication and changes. Employers must also consult with employees about significant roster changes and consider their views.
Common rostering mistakes
Publishing rosters late
Giving staff inadequate notice makes it hard for them to plan their lives and may breach award requirements. Aim to publish rosters at least 7 days in advance.
Ignoring employee availability
Scheduling staff when they've indicated unavailability leads to no-shows, swap requests, and dissatisfaction. Collect and respect availability.
No backup plan
Illness, emergencies, and no-shows happen. Without a plan for covering unexpected absences, you'll scramble to fill gaps last minute.
Overlooking award requirements
Minimum shift lengths, break requirements, and penalty rates vary by Modern Award. Non-compliance leads to underpayment and Fair Work issues.
Key takeaways
Rostering is the foundation of workforce management for shift-based Australian businesses. Effective rostering balances business coverage needs with employee availability and preferences while meeting Fair Work compliance requirements.
For simple scheduling needs, try our free roster tool to build and share rosters instantly. For growing teams that need award compliance, availability management, and payroll integration, explore RosterElf rostering software.
