How to roster club staff
A complete guide to rostering staff in registered and licensed clubs in Australia, including RSL clubs, sports clubs, golf clubs, and bowling clubs under the Registered Clubs Award.
Written by
Georgia Morgan
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Calculate true staff costs including penalty rates, late work loading, super, and allowances for accurate club budget planning.
General information only – not legal advice
This guide provides general information about rostering under the Registered Clubs Award for Australian businesses. Award conditions can change and your specific circumstances may vary. 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.
Club staff rostering in Australia
Rostering club staff in Australia requires balancing multiple departments—gaming floor, bar service, bistro operations, sports facilities, and admin—while complying with the Registered and Licensed Clubs Award 2020. This guide extends core rostering principles with club-specific compliance rules. Unlike single-service venues, clubs operate across diverse member services with varying peak times and specialized compliance requirements.
The Clubs Award has unique provisions including a late work loading of 10% for all hours worked after 7pm on weekdays, specific minimum engagement requirements, and penalty rates that differ from the Hospitality Award. Gaming floor staff require RSG (Responsible Service of Gaming) certifications, bar staff need RSA, and all roles must comply with strict days-off requirements to prevent burnout.
Industry reality: Most clubs manage 20-50+ staff across multiple departments with high casual workforce ratios. Events like members' functions, raffles, and sporting fixtures create variable staffing demands that require careful workforce planning and real-time labour cost tracking.
This guide shows you exactly how to build club rosters that comply with the Registered Clubs Award, manage multi-department operations efficiently, control labour costs across gaming and hospitality services, and use specialized club management software to streamline rostering.
Club rostering challenges
The unique staffing challenges facing RSL clubs, sports clubs, bowling clubs, and golf clubs in Australia.
Challenge
Complex gaming and F&B operations
Impact
Multiple departments need coordination - gaming floor, bar, bistro, sports facilities, and admin
Solution
Use department-based rostering to manage coverage across all areas and prevent gaps during peak gaming periods
Challenge
Late work loading after 7pm
Impact
10% penalty loading applies to all work after 7pm on weekdays under the Clubs Award
Solution
Track late work hours automatically with award interpretation software to ensure correct penalty rates
Challenge
Event-based staffing variability
Impact
Functions, tournaments, and member events create unpredictable staffing needs
Solution
Build a reliable casual pool and use availability management to fill event shifts quickly
Challenge
Gaming compliance requirements
Impact
RSG licences, gaming certifications, and responsible gambling training must be current
Solution
Track certifications with digital HR records and receive expiry warnings before rostering staff without current credentials
6 steps to club staff rostering
Follow these steps to create compliant and effective club rosters under the Registered Clubs Award.
Understand the Registered Clubs Award structure
Know the award rules for different club roles and working arrangements.
Key requirements:
- Covers RSL clubs, sports clubs, bowling clubs, golf clubs, etc.
- Different classifications: gaming, bar, kitchen, sports, admin
- Maximum 8 hours per day within 11-hour spread
- Full-time employees: 2 consecutive days off required
Plan around club operating patterns
Align staffing to typical club trading peaks and gaming machine operations.
Key requirements:
- Weekday lunch: Moderate staffing for bistro
- Friday-Sunday evenings: Peak gaming and bar service
- Functions and events: Variable additional staffing
- Early morning: Limited staffing for cleaners, admin
Apply penalty rates correctly
Calculate correct rates for late work, early work, weekends, and public holidays.
Key requirements:
- Late work (after 7pm): 110% loading
- Saturday: 125% (ordinary) or 150% (overtime)
- Sunday: 175% (all hours)
- Public holidays: 250% + day in lieu
Ensure minimum breaks and days off
Comply with break requirements between shifts and rostered days off.
Key requirements:
- Minimum 9 days off in each 4-week period
- At least 2 consecutive days off once per 4 weeks
- Minimum break between shifts (check award)
- Maximum 8 ordinary hours per shift
Manage meal breaks during service
Schedule meal breaks compliantly during busy club operations.
Key requirements:
- Meal break required after 5 hours of work
- If break not given: 150% penalty until break or shift end
- 5-hour shifts: employee can elect 30-min unpaid break
- Stagger breaks to maintain service levels
Post rosters and manage changes
Follow roster notification and change requirements.
Key requirements:
- Rosters must be posted in accessible location
- Show start/finish times and employee names
- Reasonable notice for roster changes
- Right to disconnect applies from Aug 2025 (small business)
| Period | Full-time/Part-time | Casual | Notes |
|---|---|---|---|
| Monday-Friday (ordinary) | 100% | 125% | Before 7pm |
| Monday-Friday (late work) | 110% | 135% | After 7pm weekdays |
| Saturday (ordinary) | 125% | 150% | All hours |
| Sunday | 175% | 200% | All hours |
| Public Holiday | 250% | 275% | + day in lieu for FT |
Note: When multiple penalties could apply, only the highest rate applies to the exclusion of others. Use our penalty rate calculator for accurate cost planning.
Roster requirements
Key rostering rules under the Clubs Award for all club staff including gaming, bar, bistro, and sports staff.
Days off per 4 weeks
Each employee must be free from duty
Consecutive days off
At least once per 4 weeks
Maximum daily hours
Ordinary hours per shift
Daily spread
Maximum spread for shift
Junior employees
Under 18s cannot exceed
Compliance tip
Use rostering software with built-in Clubs Award rules to automatically flag violations like insufficient days off, excessive consecutive shifts, or missing breaks. This prevents compliance issues before rosters are published.
Club department scheduling
Peak times vary significantly by department in club operations - plan staffing accordingly.
Gaming
Roles: Attendants, supervisors, cashiers
Peak periods: Friday-Sunday evenings, public holidays
Bar
Roles: Bartenders, glassies, bar supervisors
Peak periods: Friday-Sunday evenings, live entertainment
Bistro/Kitchen
Roles: Cooks, kitchen hands, FOH
Peak periods: Lunch and dinner service
Functions
Roles: Event staff, setup, service
Peak periods: Weddings, events, member functions
Sports/Recreation
Roles: Greenkeepers, pro shop, fitness
Peak periods: Weekends, competitions, school holidays
Admin
Roles: Reception, accounts, membership
Peak periods: Weekday business hours
Track costs by department
Monitor labour costs separately for gaming, bar, bistro, and sports facilities. Use analytics dashboards to identify which departments are over budget and adjust staffing levels accordingly. Learn more in our club management guide.
Club rostering best practices
Proven strategies for effective and compliant club rostering across all departments.
Analyse gaming data
Use gaming machine activity data to predict staffing needs.
Cross-train staff
Train bar staff on gaming and vice versa for flexibility.
Track by department
Monitor labour costs by department.
Stagger meal breaks
Plan breaks to avoid service gaps during peak periods.
Post rosters early
Give staff maximum notice for work/life planning.
Track certifications
Monitor RSG, RSA, and gaming licence expiry dates.
Budget in real-time
See labour costs live as you build rosters.
Common club rostering mistakes
Avoid these costly errors in club staff rostering that lead to compliance issues and underpayment claims.
Missing late work loading
Consequence: Underpayment for hours worked after 7pm
Solution: Apply 110% loading for all work after 7pm on weekdays using award interpretation
Insufficient days off
Consequence: Not providing 9 days off per 4 weeks
Solution: Track rostered days in 4-week blocks with rostering software to support compliance
Meal break penalty not paid
Consequence: 150% penalty applies from end of 5 hours if no break given
Solution: Schedule breaks before 5 hours or pay penalty rate
Exceeding daily spread
Consequence: Working beyond 11-hour spread for ordinary hours
Solution: Ensure shifts don't span more than 11 hours start to finish with automatic warnings
No consecutive days off
Consequence: Must have 2 consecutive days off at least once per 4 weeks
Solution: Build consecutive rest days into roster templates
Rostering staff without current RSG/RSA
Consequence: Gaming and liquor licensing breaches, potential fines
Solution: Track certifications with expiry reminders in HR software
Free club rostering calculators
Essential calculators to help you manage club staff costs, compliance, and profitability across gaming, bar, and bistro departments.
Payroll cost calculator
FEATUREDCalculate total staff costs including super, penalty rates, late work loading, and leave entitlements for accurate club budget planning.
Shift cost calculator
Estimate individual shift costs including late work loading, weekend penalties, and allowances.
Labour cost percentage
Track labour costs as percentage of gaming and F&B revenue to maintain club profitability.
Penalty rate calculator
Calculate weekend and public holiday costs for event staffing and special functions.
Break compliance checker
Ensure meal breaks comply with Clubs Award requirements for bar and kitchen staff.
Roster cost forecast
Project labour costs for upcoming events, tournaments, and busy periods.
View all 16 free rostering and payroll calculators including award misclassification, underpayment risk, and backpay exposure estimators.
How RosterElf simplifies club rostering
Built specifically for Australian clubs with Clubs Award compliance, multi-department management, and gaming floor operations.
Multi-department rostering
Manage gaming floor, bar, bistro, and sports facility staffing from one platform. Track coverage across all departments and prevent gaps during peak periods with department-specific views.
Clubs Award automation
Built-in Registered Clubs Award interpretation. Automatically calculates late work loading (after 7pm), penalty rates, meal break penalties, and consecutive day limits. Eliminate underpayment risk.
Gaming certification tracking
Track RSG, RSA, gaming licences, and responsible gambling training with expiry reminders. Roster warnings prevent assigning gaming floor staff without current certifications. Store all compliance documents digitally.
Live labour cost tracking
See real-time wage costs including all penalty rates, late work loading, and allowances as you build rosters. Compare actual vs budget by department (gaming, bar, bistro) and adjust before publishing.
Event staffing management
Let casual staff set availability for functions and tournaments. Broadcast unfilled event shifts instantly to available staff. Track who has worked previous events for quality consistency.
Department clock-ins
Staff clock in/out by department (gaming, bar, bistro) with kiosk or mobile app. Track actual hours worked vs rostered for each department. Automatic break compliance warnings for meal breaks.
Trusted by clubs across Australia
RosterElf manages rosters for RSL clubs, sports clubs, golf clubs, and bowling clubs nationwide with built-in Clubs Award compliance. Join 30,000+ Australian businesses rostering smarter.
Frequently asked questions
- The Registered and Licensed Clubs Award covers employees in registered and licensed clubs including RSL clubs, returned services clubs, sporting clubs (golf, bowls, tennis, etc.), community clubs, and other licensed social clubs. It does not cover hotels or pubs (which have the Hospitality Award).
- The award covers various club roles including: gaming attendants and supervisors, bar staff, kitchen and bistro employees, groundskeepers and greenkeepers, sports professionals, clerical staff, and general club employees. Different classifications have different base rates.
- Yes, while both cover food and beverage service, the Clubs Award has specific provisions for gaming, sports facilities, and the member-focused nature of clubs. Penalty rates and rostering rules differ - for example, Clubs Award has a late work loading after 7pm that doesn't exist in Hospitality.
- The award allows full-time employees to work a 19-day month of 8 hours per day as one method of averaging 38 hours per week. This means one rostered day off (RDO) per 4-week period while working standard 8-hour days.
Regulatory sources & compliance
This guide is aligned with official Australian workplace regulations and club industry standards.
Streamline club rostering
RosterElf helps clubs manage gaming floor, bar, bistro, and sports facility staffing with award compliance built-in. Built for Australian small businesses.
Related guides & resources
Learn more about rostering and compliance for club businesses.
Registered Clubs Award rates
Current pay rates and penalty calculations.
Roster hospitality staff
Complete guide for bars and restaurants.
Calculate penalty rates
Understand weekend and public holiday loadings.
Schedule breaks compliantly
Ensure award-compliant break scheduling.
Manage shift swaps
Handle employee shift swap requests efficiently.
Communicate roster changes
Keep your team informed of schedule updates.
Common roles in club
Download free job description templates for your club team
Simplify your rostering today
Join thousands of Australian businesses using RosterElf to create compliant rosters in minutes. Built for Australian small businesses.