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How to Roster Staff in Hospitality – What to Consider & Who to Choose First

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 Breakfast rush Lunchtime Dinner service Weekends & public holidays You can use sales reporting tools or POS platforms like Lightspeed or Square to analyse traffic patterns. ✔ Staffing Requirements by Department Front of House: runners, bar staff, servers Back of House: chefs, kitchen hands, dishwashers Management & supervisors ✔ Minimum Safe Staffing Levels Set minimum numbers so you’re never short: 1 shift supervisor 1 RSA-certified bar staff (if applicable) Adequate FOH/BOH coverage Breaks covered legally ⭐ 2. Understand Your Team’s Skills To roster people properly, you need to understand: ✔ Skill & Capability Speed Efficiency under pressure Multitasking Customer service strength Kitchen skill level ✔ Qualifications RSA Food Safety Supervisor Barista training 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: Preferred days Study timetables School hours Part-time contracted hours 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: Wage percentage vs projected revenue Penalty rates on weekends Balancing senior staff with junior or entry-level roles 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: Hospitality Industry (General) Award Minimum break periods Maximum hours Overtime rules 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: Head chef Barista Bartender Senior waiter 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: Deputy Tanda Workforce.com Look for features like: Automated award interpretation Shift swapping Live labour cost tracking Mobile app notifications ⭐ 8. Review Performance Weekly A roster is never “finished.”You should constantly review and optimise based on: Sales vs labour performance Staff feedback Customer traffic Team communication 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.