Longer opening hours and a busier shop floor can mean changing the roster before the Christmas trading period. For a retail owner or manager, the difficult part is often working out which changes can be made, what needs an employee’s agreement and how to put the new arrangements into practice.
Before publishing the roster, check the employment arrangements and the impact on each person. CCG can help review the proposed changes, explain the applicable requirements and support the conversations and documentation that follow.
Start with the employee’s arrangements
A roster that suits the trading plan may affect employees differently. Before deciding on a change, bring together:
- The current and proposed roster, showing the days, start and finish times, breaks and intended start date.
- Each affected employee’s employment type, contract and any written agreement about hours.
- The applicable award or enterprise agreement and the relevant classification.
- The reason for the change, whether it is temporary or ongoing, and any alternatives that could meet the same need.
- Known availability, approved leave and practical staffing requirements, including opening, closing and supervision.
Check coverage rather than assuming every role in a retail business has the same rules. Our modern awards guide explains the starting points. Ask for advice if the coverage, classification or interaction with an agreement is unclear.
Check guaranteed hours before moving a shift
Under the General Retail Industry Award, a part-time employee’s agreed guaranteed hours, including the days on which they are worked, can only be changed by agreement. The agreement and any variation must be recorded in writing under the award’s rules.
Other changes to a part-time employee’s regular work pattern generally require seven days’ written notice, or 48 hours in an emergency. Different rules apply to permanent roster changes for employees other than part-timers: generally seven days’ written notice, extended to at least 14 days in total if the employee disagrees. Consultation requirements also apply. See clauses 10, 15.9 and 35; shiftworkers have additional provisions.
These are distinct requirements. Giving notice does not replace an agreement where one is needed. Check the particular arrangement before relying on a general notice period.
For example, a retailer may want to move a part-time employee’s agreed Tuesday hours to Saturday for six weeks. Treat this as a proposal to assess and discuss, rather than simply replacing Tuesday in the roster. This is a hypothetical planning example, not a client case study.
Discuss the proposal while there is room to respond
Fair Work’s roster guidance explains that employers proposing changes to regular rosters or ordinary hours must consult affected employees. Give them information about the change and timing, invite their views about its impact, including family or caring responsibilities, and consider those views. Check the applicable award or agreement for the full requirements.
Prepare for the conversation with a clear explanation of the business need and the proposed arrangement. Ask what the change would mean for the employee. An alternative start time or a different allocation of shifts may solve the staffing problem without creating an avoidable difficulty.
Keep a factual record of the discussion, the matters raised, how they were considered and the outcome. Keep personal circumstances in an appropriate private record. If an employee disagrees or the requirements are uncertain, get advice before finalising the change.
Make sure the roster and payroll agree
Once the required process is complete, make the implementation practical:
- Confirm the arrangement: Record any required agreement or notice and check the effective date.
- Check the cost: Review ordinary hours, overtime, penalty rates, breaks and other applicable entitlements with the person responsible for payroll.
- Publish one current version: Make it clear which roster applies and who can authorise further changes.
- Brief the people running each shift: Confirm opening and closing cover, supervision and the process for absences or proposed swaps.
- Review the first pay cycle: Compare the agreed roster, actual hours and payroll treatment. Resolve discrepancies promptly and review the arrangements before any temporary change ends.
A busy period is easier to manage when owners, managers and payroll are working from the same agreed arrangements. You do not need to work through an unfamiliar award issue on your own.
Planning a roster change? Talk it through with CCG
Bring us the current roster, proposed changes and relevant employment documents. We can help review the requirements, prepare the employee communications and documentation, and support your managers with implementation. Explore our HR support for retail and customer service businesses.
For a specific roster question, hourly HR advice or a defined project may fit. Ongoing outsourced HR can support recurring people work; where you already have an internal HR person or team, HR Team Extension adds capacity alongside them.
Sources checked 14 October 2026. General information for Australian employers; the applicable instrument and individual arrangements need to be checked for each proposed change.