Employee Availability Form Template
Free employee availability form template with a day-and-time grid for small businesses. Collect staff scheduling preferences in a simple, printable format.
Last updated: 2026-02-09
Employee Availability Form Template
Scheduling a small team means knowing when each person is available to work. An employee availability form collects that information in one consistent format so you can build schedules without a dozen back-and-forth messages. Whether your staff works set shifts or flexible hours, this form captures the details you need.
This template includes a full day-and-time grid, space for preferences and restrictions, and an update process so availability stays current.
When to Use This Form
- During new employee onboarding to capture initial availability
- When creating or adjusting weekly or monthly schedules
- When an employee's availability changes (new class schedule, second job, family obligations)
- At the start of a new season or busy period when schedules shift
- When you need a current snapshot of everyone's available hours
Employee Availability Form
Company Name: _______________________________________________
Section 1: Employee Information
| Field | Details |
|---|---|
| Employee Full Name | _______________________________________ |
| Job Title / Position | _______________________________________ |
| Department / Location | _______________________________________ |
| Phone Number | _______________________________________ |
| _______________________________________ | |
| Date Submitted | ________ / ________ / ________ |
| Effective Date | ________ / ________ / ________ |
Section 2: General Availability
| Field | Details |
|---|---|
| Employment Type | [ ] Full-time [ ] Part-time [ ] Seasonal / Temporary |
| Minimum Hours Desired Per Week | _______________________________________ |
| Maximum Hours Available Per Week | _______________________________________ |
| Preferred Total Hours Per Week | _______________________________________ |
Section 3: Weekly Availability Grid
Mark the hours you are available to work for each day. Write your available start and end times, or mark "Not Available" for days you cannot work.
| Day | Available? | Earliest Start Time | Latest End Time | Notes |
|---|---|---|---|---|
| Monday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Tuesday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Wednesday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Thursday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Friday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Saturday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
| Sunday | [ ] Yes [ ] No | ________ : ________ AM / PM | ________ : ________ AM / PM | _______________________ |
Section 4: Detailed Time Blocks (Optional)
If your availability varies throughout the day (for example, available mornings but not afternoons), use this detailed grid.
| Day | 6-8 AM | 8-10 AM | 10 AM-12 PM | 12-2 PM | 2-4 PM | 4-6 PM | 6-8 PM | 8-10 PM |
|---|---|---|---|---|---|---|---|---|
| Mon | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Tue | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Wed | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Thu | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Fri | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Sat | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| Sun | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
Check the boxes for the time blocks when you are available to work.
Section 5: Scheduling Preferences
| Field | Details |
|---|---|
| Preferred shift(s) | [ ] Morning [ ] Afternoon [ ] Evening [ ] No preference |
| Preferred days off | _______________________________________ |
| Willing to work overtime? | [ ] Yes [ ] No [ ] Sometimes |
| Willing to work holidays? | [ ] Yes [ ] No [ ] Some holidays (list): _______________________ |
| Willing to be on-call? | [ ] Yes [ ] No |
| Open to schedule changes with notice? | [ ] Yes [ ] No Minimum notice preferred: _______ days |
Section 6: Restrictions and Notes
List any recurring commitments, restrictions, or other information that affects your scheduling (school schedule, childcare, transportation limits, second job, religious observances, etc.).
Section 7: Upcoming Known Unavailability
List any dates in the coming weeks or months when you already know you will not be available (vacations, appointments, events, etc.).
| Date(s) | Reason |
|---|---|
| _______________________________________ | _______________________________________ |
| _______________________________________ | _______________________________________ |
| _______________________________________ | _______________________________________ |
Section 8: Acknowledgment
I confirm that the availability information provided above is accurate. I understand that submitting this form does not guarantee specific scheduled hours. I agree to notify my manager promptly if my availability changes.
| Field | Details |
|---|---|
| Employee Signature | _______________________________________ |
| Date | ________ / ________ / ________ |
For Manager Use
| Field | Details |
|---|---|
| Received by | _______________________________________ |
| Date Received | ________ / ________ / ________ |
| Entered into Schedule | [ ] Yes Date: ________ / ________ / ________ |
| Notes | _______________________________________ |
How to Use This Template
- Distribute to your team. Hand out the employee availability form during onboarding or at the beginning of a new scheduling period. Make it easy to fill out -- print it or share a digital version.
- Set a submission deadline. Give employees a clear date to return the form, at least one week before you need to build the schedule.
- Review all forms together. Lay out the availability for your entire team side by side. Identify gaps in coverage and potential conflicts.
- Build the schedule. Use the collected availability to create your weekly or monthly schedule. Refer to the preferences section to keep employees happy where possible.
- Update regularly. Set a quarterly reminder (or more frequent for retail, food service, or other shift-based businesses) for employees to submit updated availability.
- Store completed forms. Keep the current form on file for each employee so you can reference it when building future schedules.
Tips for Small Businesses
- Make it simple to update. The easier it is for employees to submit changes, the more likely they will do it before it causes a scheduling conflict.
- Cross-reference with time off requests. An employee availability form shows recurring weekly availability, while time off requests cover specific dates. Use both together for accurate scheduling.
- Be transparent. When you cannot accommodate a preference, explain why. Employees are more understanding when they see you are trying to balance the needs of the whole team.
- Digitize if you can. Paper forms work, but a digital system reduces errors and makes it easier to compare availability across the team.
Managing availability, time off, and scheduling for a small team across paper forms and spreadsheets adds up fast. Boring HR's Team Tracker lets you keep employee availability, contact details, and schedules organized in one place so building next week's schedule takes minutes, not hours.