How to manage staff availability
Managing staff availability effectively means knowing who can work when, respecting their needs, and building schedules that work for everyone. Done well, it reduces conflicts, improves morale, and ensures you always have the right coverage.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about managing staff availability for Australian businesses. 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 is staff availability management?
Staff availability management is the process of collecting, tracking, and using employee availability information to create effective work schedules. It involves understanding when staff can work, their preferences, and any restrictions, then matching this against business needs to ensure adequate coverage.
Research shows that 66% of UK employees with unpredictable work hours experience job-related stress. However, flexible scheduling where employee preferences are considered leads to happier staff—78% of employees in a 4-day work week study felt happier and less stressed. Fair Work outlines flexibility rights that employers should consider when managing staff availability.
Sample staff availability tracker
Here's what a typical staff availability tracking system looks like with the key sections highlighted.
Staff availability tracker
Department: _________________ Manager: _________________
1. STAFF PREFERENCES
Preferred shifts:
Days per week available:
Preferred days:
2. RESTRICTIONS & BOUNDARIES
Firm unavailable times (childcare, classes, etc.):
Medical or personal commitments:
3. WEEKLY AVAILABILITY
A typical availability tracker includes:
- Preferences — Preferred shifts and days per week
- Boundaries — Childcare, classes, firm restrictions
- Calendar — Weekly availability grid
- Updates — Regular review and signature
- Contact — Emergency contact information
Five strategies for effective availability management
These core strategies will help you balance staff needs with business requirements.
Collect & track
Get specific preferences and centralize all availability data in one system.
Use technology
Automate tracking, prevent conflicts, and give staff online access to rosters.
Clear policies
Set rules for requests, changes, and overtime with clear communication.
Build flexibility
Allow shift swaps and maintain backup staff for emergencies.
Plan ahead
Create schedules in advance matched to demand patterns.
Benefits of effective scheduling
Improved shift coverage, lower staff turnover, better control of costs, and manage attendance and pay more effectively. Research shows that only 10% of UK employees are engaged—flexibility helps change that.
Staff availability management checklist
Complete these items to build an effective availability management system.
Availability forms collected
EssentialAll staff have submitted current availability
Preferences documented
EssentialPreferred shifts and days per week noted
Firm boundaries recorded
EssentialChildcare, classes, medical appointments marked
Master calendar created
EssentialCentralized view of all staff availability
Shift swap policy written
Clear process for requesting and approving swaps
On-call pool established
List of trained backup staff with contact details
Leave request process set
EssentialSystem for submitting and approving time off
Overtime rules defined
Policy for offering and approving overtime hours
Communication channel chosen
EssentialMethod for roster updates and availability changes
Schedule publication timeline
EssentialRosters published 1-2 weeks in advance
Three ways to manage staff availability
Each method has trade-offs. Here's how they compare.
Manual process
Phone calls, paper forms, and notice boards. Time-consuming and prone to errors.
Best for: Very small teams (1-5 staff)
Spreadsheets and shared calendars. More organized but still manual.
Best for: Small teams getting started
Automated tracking, online access, and conflict detection. Fast and accurate.
Best for: Growing teams (5+ employees)
How to manage staff availability
Follow these steps to build an effective availability management system.
Collect staff preferences and availability
Start by gathering detailed information about when each staff member can work and their shift preferences.
Key actions:
- Ask for preferred shifts: opening, closing, or swing shifts
- Get details on days per week they want to work
- Note any firm boundaries like childcare, classes, or other commitments
- Update availability records regularly, especially at the start of each term or season
Centralize availability data
Keep all staff availability information in one place so you can quickly see who is available when gaps appear.
Key actions:
- Use a master calendar or spreadsheet to track all availability
- Mark firm unavailabilities (medical appointments, study) clearly
- Track preferred versus available hours for each staff member
- Review the master calendar before creating each new roster
Establish clear availability policies
Set and communicate rules about how availability is managed, updated, and used for scheduling.
Key actions:
- Define how far in advance availability must be submitted
- Set deadlines for time-off requests and shift change requests
- Clarify overtime policies and approval processes
- Communicate policies clearly and ensure everyone understands the procedures
Build flexibility with shift swapping
Allow staff to swap shifts with manager approval to handle unexpected personal needs while maintaining coverage.
Key actions:
- Create a shift swap request process with manager approval
- Require adequate notice for swaps (e.g., 48 hours minimum)
- Ensure replacement staff have the same skills and qualifications
- Document all approved swaps in your scheduling system
Maintain an on-call pool
Keep a list of trained part-time or casual staff who can fill in for emergencies, sick leave, or unexpected absences.
Key actions:
- Build relationships with reliable casual or part-time workers
- Ensure all on-call staff are trained and ready to step in
- Keep contact details updated and easily accessible
- Offer fair compensation or incentives for on-call availability
Plan schedules in advance
Create rosters well ahead of time to minimise last-minute changes and give staff adequate notice.
Key actions:
- Publish schedules at least 1-2 weeks in advance where possible
- Match staffing levels to anticipated demand (busy vs. quiet periods)
- Assign your most skilled staff to the busiest shifts
- Review and adjust schedules regularly based on actual needs
Availability management tips
Follow these principles for effective staff availability management.
Be proactive
Collect availability before you build the roster, not after issues arise.
Use technology
Let software handle tracking, notifications, and conflict detection automatically.
Communicate clearly
Keep an open channel for feedback and ensure everyone knows the process.
Be fair
Distribute desirable shifts equitably and apply rules consistently for all staff.
Plan ahead
Match staffing to demand patterns and publish schedules with adequate notice.
Build flexibility
Allow shift swaps and maintain an on-call pool for emergencies.
Handling availability conflicts
Sometimes staff availability doesn't match business needs. Here's how to handle conflicts:
Manage availability with RosterElf
What takes hours manually can be done in minutes with the right rostering software.
Staff update themselves
Employees manage their own availability online via mobile app or web portal.
Automatic conflict detection
Get instant alerts when schedules conflict with availability or leave requests.
Digital leave requests
Staff submit time-off requests online, you approve with one click.
Mobile roster access
Everyone sees the latest roster on their phone—no more notice board updates.
No credit card required
Feature comparison
See exactly how each availability management method stacks up across key features.
Tracking time
Availability updates
Roster visibility
Shift swaps
Leave requests
On-call management
Conflict detection
Historical data
| Feature | Manual | Templates | Software |
|---|---|---|---|
| Tracking time | 2-4 hours/week | 1-2 hours/week | 5-10 minutes/week |
| Availability updates | Email/phone calls | Shared spreadsheet | Staff update themselves |
| Roster visibility | Notice board | Email/shared doc | Mobile app access |
| Shift swaps | Manual approval | Email requests | Automated requests |
| Leave requests | Paper forms | Email requests | Digital requests & approval |
| On-call management | Phone lists | Spreadsheet | Integrated database |
| Conflict detection | Manual checking | Manual checking | Automatic alerts |
| Historical data | Filing cabinet | Shared drive | Searchable records |
Common availability management mistakes
Learn from others' errors. These mistakes lead to scheduling conflicts and staff frustration.
Not updating availability regularly
Consequence: Schedules are based on outdated information, leading to conflicts, no-shows, and frustration
Solution: Set regular check-ins or use HR software that lets staff update their availability in real-time
Ignoring staff preferences
Consequence: Low morale, higher turnover, and staff who feel their needs are not valued
Solution: Balance business needs with staff preferences where possible using centralized tracking
No clear shift swap policy
Consequence: Unqualified staff fill shifts, or swaps happen without management knowledge
Solution: Establish a formal shift swap approval process documented in workplace policies
Publishing rosters too late
Consequence: Staff cannot plan personal lives, leading to conflicts and increased leave requests
Solution: Create and publish rosters at least 1-2 weeks ahead using scheduling tools
No contingency plan for absences
Consequence: Last-minute scrambles to find coverage, understaffing, and burned-out managers
Solution: Build an on-call pool and track backup staff availability proactively
How to manage staff during holidays
Public holidays require special availability planning to ensure coverage while respecting staff entitlements.
Early planning is essential
Start planning public holiday rosters 4-6 weeks in advance. This gives staff time to request leave and allows you to gauge availability before finalizing schedules.
Key tip: Send out availability requests 6 weeks before major holidays like Christmas, Easter, and New Year. Track responses in a centralized system.
Understand public holiday entitlements
Under most Australian awards, staff can request public holidays off, but employers can require reasonable attendance if it's part of their role. Penalty rates apply (usually 250% or double time and a half). Fair Work public holiday rules provide detailed guidance on entitlements and rates.
- Full-time and part-time staff are entitled to public holidays off or penalty rates if working
- Casual staff receive higher casual loading plus public holiday penalty rates
- Request staff work public holidays "reasonably in advance" - ideally 4-6 weeks
Strategies for holiday coverage
Rotate fairly
Rotate public holiday shifts across the team annually so no one works every holiday.
Offer incentives
Beyond penalty rates, consider other perks like preferred future shifts or bonuses.
Use casuals
Casual staff with higher loading may be more willing to work public holidays.
Document agreements
Put public holiday requirements in employment contracts for clarity.
Complete public holiday guide
For detailed guidance on public holiday penalties, substitute days, and compliance requirements, see our dedicated guide.
Read the public holiday rostering guidePopular scheduling frameworks
These frameworks help structure work schedules to improve focus, reduce burnout, and maintain work-life balance.
What is the 3-3-3 rule for productivity?
The 3-3-3 rule is a daily productivity framework designed to structure your work day for maximum focus and effectiveness. Each day, you aim to complete:
3
Hours on your most important project
Deep work on the task that matters most
3
Urgent but shorter tasks
Handle pressing items that need quick attention
3
Maintenance tasks
Email, admin, organizing for the next day
How it applies to staff availability: When staff know their schedule in advance (1-2 weeks), they can apply the 3-3-3 rule to plan their personal time effectively. Predictable rosters help employees structure both work and non-work priorities.
What is the 9-80 rule?
The 9-80 work schedule is a compressed work arrangement where employees work 80 hours over 9 days (instead of 10), earning a day off every two weeks. Here's how it breaks down:
Two-week cycle:
Week 1: Work 4 days @ 9 hours = 36 hours, plus Friday @ 8 hours = 44 hours total
Week 2: Work 4 days @ 9 hours = 36 hours, Friday OFF
Benefits for employees:
- 26 extra days off per year (every other Friday)
- Better work-life balance with 3-day weekends
- Same pay for same hours, just compressed
Australian award considerations:
The 9-80 schedule may not suit all Australian awards. Check your applicable award for maximum daily hours and overtime thresholds. Some awards cap daily hours at 10 or require overtime after 8 hours. Always verify compliance before implementing compressed schedules.
Other scheduling frameworks
4-day work week
Work 32-38 hours over 4 days with Fridays (or Mondays) off. Growing in popularity across Australia.
Flextime
Core hours (e.g., 10am-3pm) required, flexible start/end times around those hours.
Split shifts
Two work periods in one day (e.g., breakfast + dinner service in hospitality).
Rotating shifts
Staff rotate through morning, afternoon, and night shifts on a regular cycle.
Related guides and resources
Explore our comprehensive guides, tools, and features to improve your staff availability and scheduling processes.
Industry-specific rostering guides
Step-by-step guides
Free tools and templates
RosterElf staff availability features
Let staff manage their own availability through our mobile app. Automatic conflict detection, leave management, and shift swapping built-in.
Frequently asked questions about managing staff availability
- Staff availability management is the process of collecting, tracking, and using employee availability information to create effective work schedules. It involves understanding when staff can work, their preferences, and any restrictions, then matching this against business needs to ensure adequate coverage.
- The most effective method is to use rostering software that allows staff to update their availability online, automatically flags conflicts, and integrates with your scheduling system. For smaller teams, a centralized spreadsheet or calendar can work if updated regularly.
- For businesses with 5+ employees, availability management software is highly recommended. It eliminates manual errors, allows staff to update availability from their phones, automatically identifies conflicts, and integrates with rostering systems. Small teams (under 5 staff) can manage with spreadsheets or shared calendars.
- Staff should update availability as soon as changes occur. We recommend require availability updates at least 2 weeks before rosters are published. Some businesses require monthly availability updates. Regular updates prevent scheduling conflicts and last-minute roster changes.
- Collect: (1) Days and times staff can work, (2) Days they cannot work, (3) Preferred shifts, (4) Maximum hours per week, (5) Study/family commitments, (6) Leave requests, (7) Notice period for changes. Store this centrally and keep it updated.
Regulatory sources
This guide is aligned with official Australian workplace regulations on rostering and flexibility.
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