Availability policy template
A free, ready-to-edit employee availability policy template for Australian workplaces. Set out how staff submit their availability and unavailability, the notice they must give, and how those preferences feed into the roster — so you can fill shifts fairly and avoid last-minute gaps. No signup required.
Availability policy
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By downloading, you agree to our template disclaimer
This availability policy template reflects Australian workplace standards at the time of publication and is provided as a general guide to adapt for your business, modern award or enterprise agreement. 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.
Why your workplace needs an availability policy
An employee availability policy is a set of guidelines that defines when staff are available and willing to work, and how they tell you. It gives managers a single, reliable source of truth for building the roster — instead of chasing availability through texts, phone calls and memory.
For workplaces that run on casual employees and part-timers, clear availability rules are essential. The policy sets expectations about how preferences are submitted, how much notice is needed to change them, and how availability is weighed against business needs when allocating shifts. Without it you face constant scheduling conflicts, unfilled shifts and avoidable disputes.
It should apply to everyone whose hours vary week to week. Pair it with your shift scheduling policy and the employee availability form staff use to lodge their times, and store both in your HR software so every worker can see the current rules and acknowledge them.
What an availability policy should cover
The essentials of a clear availability framework
Submitting availability
How and when employees lodge the days and times they can work.
Unavailability requests
The process for blocking out dates or periods staff cannot work.
Notice requirements
Minimum notice — commonly two weeks — for changing ongoing availability.
Approval process
How requests are reviewed, approved or discussed before they take effect.
Minimum availability
Any baseline availability expected for a role, within award limits.
Rostering impact
How availability is balanced against coverage when shifts are allocated.
What's included in this template
A complete framework for managing employee availability
Purpose & scope
Why the policy exists and which employees it applies to.
Policy statement
The organisation's approach to balancing coverage with work-life balance.
Submitting availability
How and by when to submit availability preferences.
Unavailability requests
Blocking out specific dates, periods or recurring commitments.
Notice requirements
Timeframes for availability submissions and changes.
Approval process
How requests are assessed, approved and confirmed.
Minimum availability expectations
Any baseline availability required for ongoing engagement.
Changes to availability
How employees update ongoing or one-off availability.
Rostering & availability
How submitted availability influences shift allocation.
Non-compliance
What happens when availability procedures aren't followed.
Getting availability right under Australian rules
Balance coverage with your obligations to casual and part-time staff
You can't roster around award terms
Most modern awards set minimum engagement periods, maximum ordinary hours and rostering or consultation rules. Your availability policy can collect preferences and set notice periods, but it can’t override the modern award or enterprise agreement that applies — always check yours before setting minimum-hour expectations.
Be careful with minimum availability for casuals
You can ask casual employees about their availability and give preference to broad availability when allocating hours, but you can’t compel them to accept shifts. Avoid creating a firm pattern or expectation of ongoing hours that could undermine the genuinely casual nature of the engagement.
How availability flows into the roster
Submit
Staff lodge their available days and times through the agreed form or app.
Give notice
Changes follow the stated notice period so rosters can be adjusted in time.
Approve
Managers review requests, confirm them or discuss alternatives.
Roster
Confirmed availability is matched against coverage needs to build the roster.
Where an employee’s availability no longer matches business needs, have a documented conversation before acting. For casuals you may simply offer fewer shifts; for permanent staff, a material change may require formal consultation under the award. See our guide on how to communicate roster changes.
Capturing availability digitally removes most of the friction. With rostering software staff set their own availability and unavailability in-app, and the system flags clashes before you publish — turning this policy from a document into an everyday workflow. For a step-by-step approach, read our guide on how to manage staff availability, and check the Fair Work Ombudsman for current rules on hours of work and rosters.
Who should use this template?
Essential for any business with a variable, shift-based workforce
Most valuable for managers building rosters for casual and part-time teams, where availability changes week to week.
Compliance resources
Official guidance on hours of work, rosters and casual employment.
Manage availability the easy way
RosterElf lets staff set their own availability and unavailability in-app, flags clashes before you publish, and stores your policies with employee acknowledgements — all in one place.
Related guides
Put your availability policy into practice
Related templates
Build a complete roster-management framework
Employee availability form
The form staff use to lodge their availability and shift preferences.
View templateShift scheduling policy
Set out how shifts are planned, published and allocated to staff.
View templateRoster changes policy
Rules for varying, swapping and cancelling published shifts.
View templateAvailability policy FAQ
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An employee availability policy is a set of guidelines that defines when staff are expected and permitted to work. It provides a framework for submitting availability, making scheduling requests, and handling changes so the business has enough coverage. Typical components include submission deadlines, any minimum-hour expectations, an approval workflow, and a change-notice period such as two weeks.
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A good availability policy states its purpose and scope, explains how and by when employees submit their available days and times, sets out notice requirements for changes, describes how requests are approved, notes any minimum availability expectations, and explains how availability feeds into the roster. This free template gives you that complete structure, ready to adapt to your award and workplace.
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.