How to communicate roster changes
Keep your team informed with clear, timely roster communication that meets legal requirements and builds trust with your staff.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about roster communication for Australian businesses. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Roster notice requirements by award
Most modern awards require specific notice periods for roster publication and changes.
| Award | Publication Notice | Change Notice |
|---|---|---|
| Most modern awards | 7 days notice for roster publication | 7 days notice for changes (except emergencies) |
| Retail Award | 7 days for roster and changes | Agreed changes with 24 hours notice acceptable |
| Hospitality Award | 7 days for roster | 7 days for changes or by mutual agreement |
| Healthcare Awards | 7-14 days depending on specific award | 7 days except emergencies |
Always check your specific modern award for exact requirements.
How to communicate roster changes
Follow these steps for effective roster communication
Establish your communication channels
Set up clear, consistent channels for roster communication that work for your team.
Key actions:
- Choose primary channel (app notifications, SMS, email)
- Ensure all staff have access to the chosen platform
- Set backup communication method for urgent changes
- Document preferred contact methods for each employee
Publish rosters well in advance
Give staff adequate notice of their shifts to meet legal requirements and support work-life balance.
Key actions:
- Minimum 7 days notice (most awards require this)
- Aim for 2-4 weeks where possible
- Display in accessible location (physical or digital)
- Send notification when roster is published
Communicate changes promptly
When changes are needed, inform affected staff as quickly as possible.
Key actions:
- Notify affected employees directly and immediately
- Explain the reason for the change
- Provide minimum 7 days notice for non-emergency changes
- Confirm receipt of the notification
Handle urgent changes appropriately
When last-minute changes are unavoidable, follow a fair process.
Key actions:
- Reserve urgent changes for genuine emergencies
- Contact affected staff by phone, not just app/text
- Offer alternatives where possible
- Document why urgent change was necessary
Enable two-way communication
Create systems for staff to communicate availability, request changes, and respond to updates.
Key actions:
- Set up availability submission process
- Create clear shift swap request procedures
- Allow staff to acknowledge receipt of notifications
- Provide channel for roster-related questions
Maintain records of all communications
Keep documentation of roster publications and changes for compliance and dispute resolution.
Key actions:
- Record when rosters were published
- Log all change notifications sent
- Track acknowledgements from staff
- Retain records for at least 7 years
Communicate roster changes instantly
RosterElf notifies staff automatically when rosters change, with built-in read receipts and acknowledgments. Built for Australian small businesses.
Communication methods compared
Choose the right channels for your team and business needs.
Rostering app notifications
SMS/Text messages
Physical roster board
Team messaging app
Communication top tips
Apply these principles for effective roster communication.
Consistent publishing time
Publish rosters on the same day each week (e.g., every Thursday for the following week)
Confirmation receipts
Require staff to acknowledge they have seen the roster or change notification
Multiple channels
Use primary channel (app) backed by secondary (SMS/email) for important changes
Clear subject lines
Make it obvious the communication is about roster changes (e.g., "ROSTER CHANGE: Your shift on 15 Jan")
Accessible format
Ensure roster is easy to read on mobile devices where staff commonly view it
Shift swap visibility
When shifts are swapped, notify both original and replacement employee
Common communication mistakes
Learn from others' errors to improve your roster communication.
Relying on verbal communication only
No record of notification, disputes about what was communicated
Always follow verbal changes with written confirmation
Changing rosters without proper notice
Award breach, staff unable to attend, disruption to their lives
Provide minimum 7 days notice, reserve last-minute changes for emergencies
Not confirming receipt
Staff may miss notifications, leading to no-shows
Require acknowledgement and follow up if not received
Using personal social media
Messages lost in feeds, privacy concerns, unprofessional
Use dedicated business communication channels
Frequently asked questions
- Most modern awards require at least 7 days notice for roster changes, except in emergencies or where the employee agrees to the change. Some awards allow shorter notice by mutual agreement (e.g., 24 hours for an agreed swap). Always check your specific award. We recommend minimise changes after publication and provide as much notice as possible when changes are necessary.
- Last-minute changes (less than 7 days notice) are generally only appropriate for genuine emergencies—unexpected staff illness, sudden increase in demand, or safety issues. Even then, you should make reasonable efforts to find volunteers rather than forcing changes. If you frequently need last-minute changes, review your rostering practices to build in more flexibility.
- Most awards require rosters to be "readily accessible" to employees, which can include electronic display. However, having a physical copy displayed in a common area (like a break room) is still good practice and can help meet accessibility requirements. If using digital-only, ensure all staff can easily access it on their devices.
Regulatory sources
Official resources for roster communication requirements:
Related guides
More resources for rostering and communication.
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