Effective rostering is essential for any hospitality business. It improves service quality, streamlines workflow, reduces labour cost, and supports happier, more reliable staff. Building a roster isn’t just filling names into a timetable—it’s about balancing skills, compliance, demand, and operational needs.
In this guide, we break down how to roster hospitality staff, what to consider, and who you should schedule first to create a strong, efficient roster every week.
⭐ 1. Know Your Operational Requirements
Before rostering, clearly identify your venue’s needs.
✔ Peak Service Times
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Breakfast rush
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Lunchtime
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Dinner service
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Weekends & public holidays
You can use sales reporting tools or POS platforms like Lightspeed or Square to analyse traffic patterns.
✔ Staffing Requirements by Department
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Front of House: runners, bar staff, servers
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Back of House: chefs, kitchen hands, dishwashers
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Management & supervisors
✔ Minimum Safe Staffing Levels
Set minimum numbers so you’re never short:
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1 shift supervisor
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1 RSA-certified bar staff (if applicable)
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Adequate FOH/BOH coverage
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Breaks covered legally
⭐ 2. Understand Your Team’s Skills
To roster people properly, you need to understand:
✔ Skill & Capability
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Speed
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Efficiency under pressure
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Multitasking
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Customer service strength
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Kitchen skill level
✔ Qualifications
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RSA
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Food Safety Supervisor
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Barista training
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Keyholder or supervisory experience
If your team uses specialised equipment (e.g., Commercial Meat Mixers or Deep Fryers), ensure appropriate staff are trained on them.
⭐ 3. Consider Availability & Staff Preferences
While the business comes first, respecting availability boosts morale and reduces turnover.
What to track:
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Preferred days
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Study timetables
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School hours
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Part-time contracted hours
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Leave requests submitted through rostering apps
Modern rostering platforms like Deputy and Tanda can automate this.
⭐ 4. Labour Budget & Cost Control
Labour is one of the highest costs in hospitality, so rosters must align with budget.
Check:
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Wage percentage vs projected revenue
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Penalty rates on weekends
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Balancing senior staff with junior or entry-level roles
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Avoiding unnecessary overtime
Internal Tip: Review your weekly sales and labour percentage using POS data or accounting software.
⭐ 5. Follow Fair Work & Legal Requirements (Australia)
Rostering must comply with:
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Hospitality Industry (General) Award
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Minimum break periods
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Maximum hours
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Overtime rules
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Roster change notice periods
You can review the official guidelines on the Fair Work Ombudsman website:
👉 https://www.fairwork.gov.au/
⭐ 6. Who Should You Roster First?
Here’s the order professional hospitality managers follow:
1️⃣ Managers & Supervisors
Begin with your shift leaders—they oversee service, cash handling, safety, and overall operation.
2️⃣ Skilled & Specialised Staff
These are your non-negotiable roles:
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Head chef
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Barista
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Bartender
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Senior waiter
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Pizza chef, grill chef, pastry chef, etc.
Their specific expertise shapes the quality of service.
3️⃣ Full-Time Staff
Schedule your contracted employees next to ensure they meet their guaranteed hours.
4️⃣ Part-Time Employees
Usually have set weekly hours—fit them in before casuals.
5️⃣ Casuals & Floaters
Use them to fill gaps, cover busy periods, or add flexibility.
⭐ 7. Use Rostering Software to Improve Accuracy
Digital tools streamline rostering and reduce mistakes.
Recommended platforms:
Look for features like:
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Automated award interpretation
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Shift swapping
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Live labour cost tracking
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Mobile app notifications
⭐ 8. Review Performance Weekly
A roster is never “finished.”
You should constantly review and optimise based on:
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Sales vs labour performance
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Staff feedback
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Customer traffic
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Team communication
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Shift notes and manager reports
Internal Link Suggestion:
Consider pairing roster improvements with new equipment from our Commercial Equipment Range to boost productivity.
⭐ Conclusion
Rostering staff correctly in hospitality requires balancing operational needs, staff skills, legal requirements, and cost control. By scheduling managers first, then core skilled staff, then contracted staff, you build a reliable backbone for every shift.
With the right tools, planning, and communication, your roster can become a powerful asset that improves consistency, service quality, and staff satisfaction.
