Rosters

Let’s be real—managing shifts in a fast-paced hospitality business can be pure chaos. Whether you're running a café, a hotel, or a multi-site restaurant group, having a clear and reliable staff roster is essential. It’s not just about who’s working—it's about keeping your business running like a well-oiled machine.

In this guide, we’ll break down what a roster is, explore different types used in hospitality, and show you what to include to keep everything ticking over smoothly.

What is a roster?

A work roster (also called an e roster or employee schedule) is a plan that outlines who is working, when, and where. In hospitality - where service depends on timing and teamwork—a clear staff roster ensures the right people are in the right place at the right time.

Rosters help manage staff availability, reduce scheduling chaos, and keep your operation efficient. You can build one with pen and paper or a spreadsheet, but the smartest option? A roster app, roster maker, or full-blown rostering system like Planday’s roster software.

Read more: Knowing your team is key to planning three weeks ahead

What should a staff roster include?

Every roster is unique, but the most effective ones usually cover:

Employee names and roles

A solid staff roster includes everyone on your team, with their job titles - bartender, chef, housekeeper, server, manager, and so on.

Shift times and dates

When each person is working, including start and finish times, and which days they’re scheduled.

Locations or task assignments

For larger teams or venues, note if someone is working a specific bar, dining section, or room block.

Availability and leave requests

Modern rostering systems and e rosters allow employees to update their availability or submit time-off requests - so you can plan with confidence.

Notes and reminders

Include training sessions, late starts, or special requirements directly in your roster maker to keep everyone in the loop.

Read more: How to create a staff roster

Common rostering challenges - and how to fix them

Let’s be honest: building the perfect work roster isn’t always smooth sailing. But with the right tools, you can overcome the trickiest bits.

Staffing shortages and high turnover

Unfilled shifts? No problem. A responsive roster maker or roster software helps you fill gaps fast and keep everything covered.

Seasonal peaks and quiet periods

Scale your team up or down with ease. A flexible rostering system lets you handle demand fluctuations without the drama.

Staff wellbeing and preferences

Balance business needs with personal requests to keep your team happy - and showing up. A great e roster promotes transparency and trust.

Collaboration is key

Don't go it alone. Use tools like Planday’s roster app to share scheduling responsibilities and make your team part of the process.

Read more: How to cope with holiday season demand

Create smarter rosters with Planday

Planday’s roster software is designed to take the stress out of staff scheduling. Build and share your staff roster in minutes, manage availability and leave, reduce overtime, and keep everything running smoothly - all from one simple roster app.

Whether you're managing a small team or a large-scale operation, our rostering system helps you save time, avoid errors, and keep everyone on the same page.

Ready to simplify your scheduling?

Try Planday’s powerful roster maker today - and see just how easy team management can be when your e roster actually works for you.