Free employee availability template (Excel)
Collect and track staff availability to inform your rostering decisions. Perfect for casual workforces, businesses with varying schedules, and pre-rostering planning.
Employee availability template
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
Comprehensive availability tracking
Employee name
Full name and contact details
Day of week
Monday through Sunday rows
Available / Unavailable
Clear yes/no availability status
Preferred hours
Start and end time preferences
Notes
Study, childcare, or other commitments
How staff complete the form
Each employee fills in their weekly availability, marking days they can and cannot work. The preferred hours column helps you schedule people during their ideal times when possible.
| Day | Available? | Preferred hours | Notes |
|---|---|---|---|
| Monday | Yes | 9am - 5pm | |
| Tuesday | Yes | Any time | |
| Wednesday | No | - | Uni classes |
| Thursday | Yes | After 2pm | School pickup before 2pm |
How to use this template
Get started in four simple steps
Download
Get the Excel file
Send to staff
Email or print for each employee
Collect responses
Gather completed forms
Create roster
Use data to build your roster
Who uses this template
Ideal for managing flexible workforces
Pre-rostering
Collect availability before creating schedules
Casual workforces
Manage varying availability across staff
New staff onboarding
Capture availability from day one
Template disclaimer
This template is provided as a general planning tool only. It does not calculate wages, penalties, or entitlements. For automated calculations and compliance support, use roster and payroll software.
When excel stops working
Collecting availability by email and spreadsheet works for small teams. But as you grow, chasing responses, consolidating data, and cross-referencing with your roster becomes a time sink. Automated availability collection is a natural next step.
Try the free online roster toolAvailability template FAQ
- Best practice is to collect availability weekly or fortnightly, depending on how frequently your roster changes. Set a clear deadline (e.g., Friday 5pm for next week's roster).
- This template is designed for recurring weekly availability. For specific date requests (like leave), use a separate leave request form or track in the Notes column.
- The template has a 'Preferred hours' column for staff to indicate when they'd like to work. This doesn't guarantee those hours - it helps you make informed rostering decisions.
- Use this template as input for rostering decisions, not as a guarantee. Communicate clearly with staff about minimum requirements and business needs that may override preferences.
- Yes, use the Notes column for staff to explain unavailability (study, childcare, second job, etc.). This helps you understand patterns and plan around recurring conflicts.
Ready to collect staff availability?
Download the template now and start gathering availability from your team.
Disclaimer
This template is provided as a general planning tool only. It does not calculate wages, penalties, or entitlements. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template. For automated calculations and compliance support, use roster and payroll software.