What Is a Duty Roster?
Duty roster explained—templates, notice rules, fairness rotation, and predictive scheduling compliance for shift teams.
What Is a Duty Roster?
It’s 6 AM on Monday. Three people think they’re opening. Nobody knows who’s actually supposed to be there. The manager is scrambling through texts from two weeks ago trying to figure out who swapped with whom.
That’s what happens without a duty roster.
A duty roster is a schedule that assigns specific shifts, tasks, and responsibilities to team members over a defined period. Per NIOSH, well-designed rosters balance coverage needs with fair distribution and adequate rest. The FLSA governs overtime; some cities also require predictive scheduling with advance notice.
The difference between a good roster and a bad one? Whether your team knows what to expect—and whether they trust the system is fair.
Types of Duty Rosters
Not all rosters work the same way:
| Roster Type | How It Works | Best For |
|---|---|---|
| Fixed | Same shifts every week (Mon–Fri 9–5) | Stable demand, preference for routine |
| Rotating | Shifts cycle on patterns (DuPont, 2-2-3, 7-on-7-off) | 24/7 operations, fair night/weekend distribution |
| Flexible | Varies based on demand and availability | Variable workloads, seasonal businesses |
| On-call | Assigned for emergencies outside regular hours | IT, healthcare, emergency services |
The roster should include: names, dates, times, shift types (1st/2nd/3rd shift), locations, roles, break times, and contact info.
How to Build a Duty Roster
The process:
- Figure out coverage needs — How many people per shift? What skills are required? When’s peak demand?
- Collect availability — Time-off requests, standing commitments, preferences
- Distribute fairly — Rotate nights, weekends, and holidays. Track who got what over time.
- Match skills — New people paired with experienced ones. Ensure qualified coverage.
- Build in flexibility — Allow shift swaps, cross-train for coverage gaps
- Publish early — At least 2 weeks notice. Some cities legally require it.
- Communicate clearly — Group chat, scheduling software, or posted in one consistent place
- Review and adjust — Collect feedback. Fix recurring problems.
Common Duty Roster Problems
| Problem | What Causes It | How to Fix It |
|---|---|---|
| Last-minute absences | Sick calls, emergencies | On-call lists, cross-training for call-offs |
| ”It’s not fair” | Same people get bad shifts | Track assignments over time, rotate transparently |
| Availability conflicts | Outdated information | Real-time availability updates in scheduling system |
| Demand mismatches | Guessing instead of analyzing | Review historical data to predict needs |
| Swap confusion | No clear process | Written swap policies, manager approval required |
Duty Roster Tools
| Tool | Pros | Cons |
|---|---|---|
| Spreadsheets | Free, familiar | Manual updates, no automation |
| Scheduling software | Drag-and-drop, mobile access, OT alerts | Cost, learning curve |
| Shared calendars | Easy visibility | Limited features |
| Physical boards | Works without tech | No backup, hard to update |
Duty Roster Legal Requirements
| Regulation | What It Requires | Penalty for Violations |
|---|---|---|
| FLSA | OT pay over 40 hrs, minimum wage, breaks | Back pay + damages |
| Predictive scheduling (select cities) | 14-day advance notice, premium pay for changes | Per-violation fines |
| Rest periods (varies by state) | 8–12 hours between shifts | Fines, lawsuits |
| Anti-discrimination | Consistent assignment policies | EEOC complaints, lawsuits |
Predictive scheduling laws exist in Seattle, San Francisco, Philadelphia, NYC, and others. They require advance notice and premium pay when you change the schedule last-minute.
Frequently Asked Questions
How far in advance should I publish a duty roster? At least two weeks. Some cities legally require 14 days—check your local predictive scheduling laws.
How do I handle shift swaps fairly? Clear policy: requests in writing, advance notice required, manager approval needed, skills must match.
Can I create a duty roster in Excel? Yes, for small teams. Once you’re past 10–15 people or have complex rotations, scheduling software saves headaches.
What if multiple people want the same shifts? Rotate fairly over time. Track who got what. Communicate the rotation system so nobody feels cheated.
Copy-Paste Templates
Weekly Roster Format:
Week of [DATE]
| Name | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
| ---- | --- | --- | --- | --- | --- | --- | --- |
| A. Lee | 1st | 1st | — | 2nd | 2nd | — | — |
| B. Patel | — | 3rd | 3rd | — | 1st | 1st | — |Swap Policy:
- Requests ≥24 hours before shift; < 24 hours requires phone confirmation
- Coverage must meet skill/licensing; manager approval required
- Document in system: request, acceptance, approval; update roster immediately
Predictive Scheduling by City:
| City | Notice Required | Late Change Penalty |
|---|---|---|
| Seattle | 14 days | Predictability pay tiers |
| San Francisco | 14 days | Premiums for employer changes |
| NYC (fast food/retail) | 14 days | Schedule change premiums |
