Employee availability form template
A structured form to collect employee work availability, shift preferences and scheduling constraints. Essential for creating fair, efficient rosters that respect employee commitments while meeting business needs.
Availability form
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Why you need an availability form
Collecting availability upfront prevents rostering conflicts and reduces constant schedule changes. When managers know employee constraints before building rosters, they can create workable schedules the first time.
This form provides documented evidence of what employees communicated about their availability. If disputes arise about whether someone was rostered outside their available hours, you have a clear record.
Systematic availability tracking also helps identify coverage gaps early, allowing you to recruit or adjust expectations before schedules become unworkable.
Key features of this form
Designed to capture comprehensive availability information
Weekly grid
Visual grid to mark available days and time blocks for each week.
Time preferences
Indicate preferred shift times, morning, afternoon or evening preferences.
Location preferences
For multi-site businesses, note preferred work locations.
Preferred hours
Specify minimum and maximum hours willing to work per week.
Restrictions
Document ongoing commitments like study, childcare or second jobs.
Regular updates
Space to submit updated availability as circumstances change.
What's included in this form
Comprehensive sections for complete availability documentation
Employee details
Name, employee ID, position, department and contact information.
Effective date
When this availability takes effect and how long it applies (ongoing or temporary).
Weekly availability grid
Day-by-day, time-slot-by-time-slot availability for a typical week.
Unavailable days
Specific days or recurring patterns when employee cannot work (e.g. every Monday).
Preferred shifts
Ideal shift patterns, lengths or specific times if applicable.
Hour requirements
Minimum hours needed and maximum hours willing to work per week.
Ongoing commitments
Study schedules, childcare, medical appointments or other regular obligations.
Location preferences
For multi-site operations, which locations employee can work at.
Comments
Additional context about availability constraints or flexibility.
Signature and date
Employee acknowledgement that availability is accurate and will be updated if changed.
When to use this form
Guidance on collecting and using availability information
Collect during onboarding and regularly update
New employees should complete an availability form during onboarding. However, circumstances change - study schedules shift, childcare arrangements alter, second jobs start or end. Request updated forms at least quarterly or whenever employees report significant changes.
Make it easy for employees to submit updates by keeping forms accessible (digital or printed) and communicating that you expect availability to be kept current.
Availability vs guaranteed hours
Availability is not a guarantee of hours. Just because an employee is available 7 days a week doesn't mean they'll be rostered that much. Conversely, casuals may be rostered outside their preferred availability if operational needs require it, though this should be negotiated respectfully.
Part-time and full-time employees with fixed hours in their contracts have different rights. Availability forms work alongside employment contracts, not instead of them.
Balancing business needs and flexibility
While you should respect availability where possible, businesses need operational flexibility. If an employee's availability is so restricted that you can't roster them for essential shifts, address this directly and fairly. Sometimes it means adjusting their role, their hours or parting ways if expectations don't align.
Looking to automate this process? RosterElf's rostering software captures staff availability digitally and automatically builds rosters around employee preferences. Our HR software eliminates manual availability tracking.
Who should use this form?
Essential for any business that rosters employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment requirements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.