Hospitality Rostering Software Australia

Hospitality rostering challenges we solve

The trade is heaviest exactly when rostering is hardest — nights, weekends and public holidays. Here's how RosterMates helps.

Four Departments, One Property

Front office runs to check-in peaks, housekeeping to checkout waves, the kitchen to service, the bar to closing time. Each gets its own area and staffing levels — all visible on one roster.

Penalty-Rate-Heavy Hours

Friday nights, weekends and public holidays are where hospitality margins live and die. Estimated wage costs update as you build, so over-rostering the expensive hours shows up before publish — not on the payslip.

RSA & RCG Compliance

Bar and gaming staff need current certificates, and states differ on the details. Record every RSA, RCG and gaming licence with its expiry, and get reminders before any of them lapse.

The Saturday Drop-Out

Someone pulls out of the biggest night of the week. Push the shift to qualified casuals, first-in wins — or approve a swap the staff arranged themselves in the app. Sorted before doors.

A Casual Pool That Changes Weekly

Students, seasonal staff and second-jobbers keep their own availability current in the app — so the roster is built from who can actually work, not from memory and hope.

Functions on Top of Trade

Weddings, conferences and race days need their own crews without wrecking the trading-week roster. The events calendar runs them separately, with per-day areas and shift bidding for the casual pool.

Hospitality scheduling features

Purpose-built tools for hotels, pubs, clubs and resorts.

Department Rostering

Front office, F&B, kitchen, housekeeping and gaming as separate areas
Whole-property view or per-department filters
Minimum staffing levels per department
Department heads roster their own teams via permissions
Cross-trained staff hold multiple approved positions

Trade-Pattern Templates

Templates for the standard week, festival weekends and holidays
Split shifts for lunch and dinner service
Late closes and overnight shifts handled cleanly
Estimated wage costs update as you build
The AI bot fills open shifts within your rules

Licence & Certificate Tracking

RSA and RCG certificates with expiry dates
Food safety and first aid tracking
Gaming licences recorded per employee
Automatic reminders before anything lapses
Position approvals keep unlicensed staff off the bar

Fast Cover & Swaps

Open shifts pushed to qualified, available staff
First to accept fills the gap
Staff-arranged swaps with manager approval
Late clock-in alerts within minutes of a missed start
Announcements reach the whole crew instantly

Time & Attendance

Back-of-house kiosk with PIN or facial recognition
Geofenced GPS clock-in from the app
Clock records matched to rostered shifts automatically
Breaks recorded or deducted under your rules
Who's on the floor right now, visible live

Payroll Exports

Payroll-ready files for Xero, MYOB, KeyPay & Employment Hero
Public holidays split out against your state's calendar
Leave included and labelled by type
Labour cost visibility by department
Custom CSV matched to your payroll's import

A day in the life: venue manager

How RosterMates helps Dave run a coastal pub-hotel with 45 staff across the bar, bistro, kitchen and accommodation.

8:30 AM — Housekeeping Check

Dave opens the app over breakfast: all four housekeepers clocked in, checkout list underway. The kitchen's prep cook is running late — the alert already fired and she's messaged an ETA.

10:00 AM — RSA Reminder

RosterMates flags two bar staff whose RSAs expire within 30 days. Dave sends both the refresher link from his phone — no expired certificates behind the bar on his watch.

1:00 PM — Saturday Gap

A glassie texts in sick for Saturday. Dave converts the shift to an open request and pushes it to the casual pool — a uni student grabs it from the bus within twenty minutes.

3:00 PM — Long Weekend Roster

Dave drops the "big weekend" template onto the coming public holiday weekend, watches the wage estimate as he trims Monday's close, and publishes. Forty-five phones buzz at once.

4:30 PM — Wedding Crew

Next month's wedding needs eight extra floor staff. Dave opens the event on the calendar, sets bidding on the positions, and lets the casual pool put their hands up overnight.

5:30 PM — Pay Period Wrap

Fortnight's end: timesheets approved through the week, so the summary is already clean. Dave exports the payroll-ready file for the bookkeeper and heads down for the evening service.

Why hospitality venues choose RosterMates

Less time rostering, fewer gaps on the floor, cleaner numbers at the pay run.

Every department on one roster, filtered when you need it

Wage estimates keep penalty-heavy hours honest before publish

RSAs and RCGs tracked to expiry with automatic reminders

Drop-outs covered from the casual pool in minutes

Functions staffed through the events calendar, trade untouched

Payroll-ready exports for Xero, MYOB, KeyPay & Employment Hero

Hospitality rostering FAQs

Common questions from hotel, pub and club managers.

Yes. Each department is its own area with its own positions and staffing levels — view the whole property at once or filter to one department, and let department heads run their own sections under role-based permissions.

Build templates for the patterns your venue actually runs — the quiet Tuesday, the packed Saturday, the public holiday Monday. Estimated wage costs update as you build, which matters when weekend and late-night penalty rates under your award make those hours your most expensive.

Yes. Record RSAs, RCGs, food safety certificates, first aid and gaming licences against each employee with expiry dates. Automatic reminders fire before anything lapses, so nobody ends up behind the bar on an expired RSA.

Push the open shift to qualified, available staff and the first to accept gets it — or let staff arrange a swap in the app, with the change landing on a manager for approval before the roster moves. Most gaps fill from your own casual pool within minutes.

In the app. Uni students and casuals record recurring availability and one-off unavailability themselves, so when you build the roster you're only offered people who can actually work — no text-message roulette.

Yes. Split shifts sit naturally on the roster, and one-off functions — weddings, conferences, race-day buses — can run through the events calendar with per-day areas and shift bidding, without disturbing the standard trading-week roster.

Clock-ins match rostered shifts, managers approve the day, and hours export as payroll-ready files for Xero, MYOB, KeyPay (Employment Hero Payroll) or Employment Hero — with weekends identifiable and public holidays split out against your state's calendar, so your payroll applies the right rates under the Hospitality Industry (General) Award or your agreement.

Yes. Each venue is its own location with its own rosters and approvals, and staff who float between venues carry one profile and one app login. Group-level owners see everything; venue managers see their venue.

Explore More

Other industries we support

See how RosterMates works across other shift-based industries.

Hospitality rosters that survive Saturday night