Availability policy template
A comprehensive policy for managing employee availability and unavailability. Covers notice requirements, approval processes and how availability is factored into rostering decisions.
Availability policy
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Why you need an availability policy
Managing employee availability is essential for efficient rostering. A clear policy ensures managers know when staff are available to work, reducing scheduling conflicts and last-minute changes.
For casual and part-time employees especially, availability management is crucial. A documented policy sets expectations about how availability is communicated, what notice is required, and how it influences shift allocation.
Without clear guidelines, you face constant availability confusion, scheduling conflicts and difficulties filling shifts.
Key elements of an availability policy
What your availability policy should include
Availability submission
How employees submit their preferred working days and times.
Unavailability requests
Process for notifying unavailability for specific dates or periods.
Notice requirements
Minimum notice periods for submitting availability changes.
Approval process
How availability requests are reviewed and approved.
Rostering considerations
How availability is factored into roster creation.
Minimum availability
Any minimum availability requirements for employment.
What's included in this template
Comprehensive coverage of availability management
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to managing availability.
Submitting availability
How and when to submit availability preferences.
Unavailability requests
Process for requesting time off or blocking dates.
Notice requirements
Timeframes for availability submissions and changes.
Approval process
How requests are assessed and approved.
Minimum availability expectations
Any baseline availability requirements.
Changes to availability
How to update ongoing availability.
Rostering and availability
How availability influences shift allocation.
Non-compliance
Consequences of not following availability procedures.
Who should use this template?
Essential for businesses with variable workforce needs
Legal disclaimer
This template is designed to reflect Australian workplace standards 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 needs and employment arrangements. Seek independent legal or HR advice to support compliance.
Regulatory sources
This template is aligned with Australian workplace rostering requirements.
Automate this policy with RosterElf. Our rostering software includes staff availability management, and our HR software stores policies digitally for easy employee access.
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Availability policy FAQ
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific workplace, industry requirements, and any applicable modern award or enterprise agreement. Pay particular attention to rostering consultation and notice requirements in your award.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form confirming they have read and understood the policy. Using rostering software can help automate communication of schedules and policy reminders.
- Employers cannot require casuals to accept shifts, but can communicate that preference is given to those with broader availability when allocating hours. Be careful not to create an expectation of regular hours that could indicate the relationship is not truly casual. Learn more about staff availability management.
- Your policy should specify required notice — commonly 2-4 weeks for ongoing availability changes. This allows time to adjust rosters. Emergency changes should be accommodated where possible. Balance business needs with employee flexibility. See our guide on managing staff availability.
- Have a conversation to understand constraints and explore solutions. For casuals, you may simply offer fewer shifts. For permanent staff, significant changes may require formal consultation. Document discussions and any agreed adjustments. See our guide on communicating roster changes.
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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.