Employee availability form template
A structured form to collect employee work availability, shift preferences and scheduling constraints. Essential for building fair, conflict-free rosters that respect staff commitments while meeting business needs.
Availability form
PDF format • Ready to print
No signup required. Print or fill in digitally.
This availability form is a general HR template only and is not legal advice. Customise it to your workplace and relevant awards or legislation, and confirm your record-keeping and rostering obligations with Fair Work. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this form
Everything you need to capture availability in one place
Employee details
Name, employee ID, position, department and contact details so each form is easy to file.
Weekly availability grid
Monday to Sunday rows with start, finish or "open" times to capture a typical week at a glance.
Preferred shifts
Mark morning, afternoon or evening preferences and ideal shift lengths.
Hour requirements
Minimum hours needed and maximum hours willing to work per week.
Unavailable times & commitments
Recurring obligations like study, childcare, medical appointments or a second job.
Location preferences
For multi-site operations, note which venues or sites the employee can work at.
Effective date
When the availability starts and whether it is ongoing or temporary.
Signature & date
Employee acknowledgement that the availability is accurate and will be kept up to date.
How the weekly grid works
Each day of the week has its own row. Staff record a start and finish time, mark the day as fully “open”, or note when they are unavailable — so a manager can see a whole week’s availability at a glance before building the roster.
| Day | Available from | Available until | Notes |
|---|---|---|---|
| Monday | 9:00 AM | 5:00 PM | Uni class until 8:30am |
| Tuesday | Unavailable | Unavailable | Childcare |
| Saturday | Open all day | Open all day | Prefers morning shifts |
How to use this form
A simple four-step process from download to roster
1. Download & share
Print the PDF or send it digitally to new starters during onboarding and to existing staff at review time.
2. Staff fill it in
Employees record the days and hours they can, prefer, or cannot work, plus any ongoing commitments.
3. Confirm & sign
Both the employee and manager sign and date the form so the availability is documented and agreed.
4. Roster & review
Build rosters around the recorded availability, then refresh forms quarterly or whenever circumstances change.
Collecting availability upfront prevents rostering conflicts and cuts down on last-minute schedule changes. For a deeper walkthrough, read our guide on how to manage staff availability and how to turn it into a balanced roster.
Who uses this form
Any business that rosters shift-based staff
Hospitality & cafes
Capture rolling availability for casual and part-time staff
Retail & supermarkets
Plan peak-trade cover around student and weekend availability
Healthcare & aged care
Match shift cover to clinical staff availability and rosters
Childcare centres
Coordinate educator hours around ratio and opening requirements
Availability forms are most valuable wherever shifts change week to week. Pair them with rostering software to build schedules around staff availability, and use the overtime request form when hours run beyond the agreed roster.
Stop chasing availability on paper
A printed form is a great start, but collecting and re-keying availability every week adds up. RosterElf captures staff availability digitally, flags clashes as you build the roster, and shares the finished schedule straight to your team's phones — with leave, unavailability & shift swaps all in one place.
HR guides
Make the most of staff availability data
How to manage staff availability
Collect, store and act on availability so rosters are fair and conflict-free.
Read the guideHow to create a staff roster
Turn availability data into a balanced roster that covers every shift.
Read the guideHow to handle casual conversion
Understand availability obligations as casuals move to permanent hours.
Read the guideRelated templates
Use this form alongside these free templates
Employee availability form FAQ
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An employee availability form is a document staff use to tell managers which days and hours they can, prefer, or cannot work. For shift-based businesses it is essential for building fair rosters and preventing scheduling conflicts. A complete form captures contact details, a weekly availability grid (Monday to Sunday start/finish times or “open”), unavailable times, preferences such as preferred shifts and maximum hours, and an employee and manager signature with the date. See our guide on how to manage staff availability for more.
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At a minimum: employee and contact details; a day-by-day weekly availability grid; specific unavailable days or recurring patterns; preferred shift times and minimum/maximum hours; ongoing commitments like study or childcare; an effective date; and a signature line. This free PDF includes all of these sections so you can start collecting consistent information straight away.
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Yes. Print the PDF and write on it, or fill it in digitally. Add your business name, adjust the fields to match your sites and roles, and remove any sections that do not apply. For a fully digital workflow, rostering software can capture the same information automatically.
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Request updates whenever circumstances change — new study commitments, childcare arrangements, or a second job. Many businesses also run a quarterly or semester review. Make it easy to submit updates by keeping forms accessible and storing them in your digital HR records.
Before you download
General information only — not legal advice
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.