Roster

What Is a Roster?

A roster, also known as an employee schedule or shift plan, is a structured timetable that outlines when employees are required to work. Rosters define work hours, break periods, start and finish times, and may include information about locations or job duties for each shift.

In Australian workplaces—especially in industries like hospitality, retail, healthcare, and manufacturing, rosters are essential for managing variable staffing needs, ensuring compliance with employment laws, and supporting work-life balance for employees.

Fair Work – Rostering

Key Elements of a Roster

A well-structured roster will usually include:

• Employee names or ID numbers
• Days and dates worked
• Shift start and end times
• Breaks and unpaid meal periods
• Roles or duties per shift
• Work location (if applicable)
• Team leaders or managers on duty

For businesses operating 7 days a week or 24/7, rosters can include rotating, split, or on-call shifts, and must account for fatigue management and legal work-hour limits.

Why Rosters Matter in Workforce Management

A roster is much more than a list of shifts, it’s a strategic workforce planning tool. A smart, fair, and efficient roster helps a business:

• Ensure adequate staffing levels for different times and tasks
• Control labour costs and prevent overstaffing or overtime
• Meet customer demand or production targets
• Comply with modern awards, EBAs, or enterprise agreements
• Support employee wellbeing with predictable work patterns

Failing to manage rostering properly can result in:

• Under or overstaffing
• Burnout and high turnover
• Compliance breaches and penalties
• Reduced team morale and satisfaction

Common Types of Rosters

There are various roster formats depending on the business model:

Legal Considerations for Rostering in Australia

Employers must follow workplace laws and agreements when preparing rosters. This includes:

• Providing rosters in advance—typically 7 days notice under many awards
• Allowing breaks and rest periods as per the relevant award or agreement
• Avoiding unreasonable additional hours
• Ensuring minimum time off between shifts
• Accommodating leave entitlements and availability preferences where practical

Consult the National Employment Standards (NES) and the relevant Modern Award to understand specific rostering requirements for your industry.

How Microkeeper Simplifies Rostering

Microkeeper’s rostering software is designed to automate and simplify staff scheduling for Australian businesses. Key features include:

• Drag-and-drop scheduling with real-time visibility
• Shift bidding so employees can express interest in available shifts
• Availability settings, making it easy to factor in leave and preferences
• Budget-aware roster planning to control wage costs
• Award interpretation, automatically applying rules around breaks, overtime, and allowances
• Mobile access, enabling managers and employees to view or update schedules on the go

Best Practices for Creating Effective Rosters

1. Know your staffing needs: Forecast demand based on sales, seasons, or foot traffic.
2. Plan in advance: Give employees enough notice to prepare and balance personal commitments.
3. Communicate clearly: Ensure shifts, roles, and expectations are clear and easy to access.
4. Be fair and transparent: Distribute preferred shifts fairly and avoid favouritism.
5. Use tech tools: Software like Microkeeper helps reduce manual errors and admin work.
6. Review and adjust: Analyse your rosters regularly to improve efficiency and employee satisfaction.

FAQs About Rosters

Is a roster a legal document?

‍Not in itself, but once issued and worked, it can be used to verify compliance with working hours, breaks, and entitlements. Employers must keep accurate records under Fair Work laws.

Can employees refuse shifts?

‍Yes, if the shift conflicts with their availability or is outside the agreed terms of employment. Employers should also avoid assigning unreasonable additional hours.

Are breaks required to be shown on rosters?

‍Yes, especially for awards that specify rest or meal break entitlements.

Final Thoughts

Effective rostering is a cornerstone of workforce management, influencing everything from productivity and compliance to team morale. By using smart rostering systems like Microkeeper and adhering to Fair Work guidelines, employers can balance business needs with employee satisfaction—creating a smoother, more supportive workplace for all.

_{Disclaimer: This content is for general information only and does not constitute legal advice. For award-specific rostering rules or compliance advice, refer to the Fair Work Ombudsman or consult an employment law professional.}