Changing a Roster in Australia: Notice, Consultation and Agreement Rules
30 October 2026 · The Rosterly team · 5 min read
In Australia, the notice needed to change a roster depends on the award or agreement that covers the employee. Many awards require employers to consult before changing a regular roster or ordinary hours, and some set a notice period: the Hospitality Award, for example, allows changes by mutual agreement or with 7 days' notice. Part-time employees' agreed hours usually change only by written agreement.
Roster changes are one of the most common sources of disputes in hospitality and retail. This post explains the general rules, gives examples from two widely used awards, and ends with a checklist. It's general information, not legal advice: always check the current text of the award that applies, or use the Fair Work Ombudsman's tools.
Rule 1: consult before changing a regular roster
The Fair Work Ombudsman says modern awards contain standard consultation clauses that require employers to consult employees, and their representatives, if they intend to change an employee's regular roster or ordinary hours of work.
Consultation generally means:
1.
Giving information about the proposed change.
2.
Inviting views about its effect, including on family or caring responsibilities.
3.
Considering those views before deciding.
These clauses typically don't apply to employees whose hours are irregular, sporadic or unpredictable, which often describes casuals. And if another clause in the award sets rules about rostering, the employer has to follow those rules too; a consultation clause alone doesn't override them.
Rule 2: check the award's notice period
Many awards also set how much notice is needed for a roster change. Two examples:
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Hospitality Industry (General) Award 2020: a roster can be changed at any time by mutual agreement between employer and employee, or by the employer giving 7 days' notice of the change. Where practicable, two weeks' notice of rostered days off should be given.
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General Retail Industry Award 2020: for employees other than part-timers, the employer may make permanent roster changes by giving at least 7 days' written notice. If the employee disagrees with the change, the notice period is extended to at least 14 days in total.
Other awards differ, sometimes a lot. Don't assume one award's rule applies to another.
Rule 3: part-time hours change by written agreement
Part-time employees usually have an agreed regular pattern of hours. Under many awards, changing that pattern needs the employee's agreement in writing. For example:
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Hospitality Award: a change to a part-time employee's guaranteed hours can only be made with their written consent.
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Retail Award: a 2021 variation lets the employer and employee agree in writing to vary guaranteed hours, and the Fair Work Ombudsman notes that this can include electronic communication such as email or text.
This is why "can you do Thursday instead?" by text can matter: for part-timers, the written record of agreement may be what makes the change valid.
Rule 4: casuals are different, but not rule-free
Casual employees don't usually have a regular roster to consult about, but awards still apply minimum engagements, penalty rates and other terms when they work. Publishing casual shifts early and recording any agreed change is still good practice.
This isn't legal advice
Awards are varied over time. Before relying on any notice period, check the current award on the Fair Work Ombudsman's website or use its Pay and Conditions Tool, and get advice for anything unusual.
A checklist before you change someone's roster
1.
Which award or agreement covers them? Find the current version.
2.
Is this a change to their regular roster or ordinary hours? If so, consult: explain, invite views, consider them.
3.
What notice does the award require? Count from when you give written notice.
4.
Are they part-time? Get written agreement to change their agreed hours.
5.
Can you agree it instead? Mutual agreement is often quicker than waiting out a notice period.
6.
Record it. Keep the notice, the consultation and any agreement with the roster.
7.
Publish the updated roster and make sure the person sees it.
Building rosters that need fewer changes
The easiest roster change is the one you don't need. A few habits:
Build a stable base week. A regular pattern that gets copied forward means fewer changes to regular rosters.
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Use swaps, not changes. When an employee wants different hours, a manager-approved swap or cover request is often simpler than a roster change. Our shift swap policy guide explains how.
Early publishing: you can build and publish rosters weeks ahead, and staff see changes on their phones as soon as you publish.
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Requests, not side deals: swaps, cover, releases and leave go through manager approval, with the original person rostered until then.
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A record: actions are kept in the workspace's audit trail.
Rosterly doesn't know which award covers each employee and doesn't calculate notice periods, penalty rates or overtime. You or your payroll provider apply those rules. See how rostering works for cafés, restaurants, retail and bars, pubs and clubs.