Employee availability form template
Find out when shift staff can work: one tap for each day, an hours grid only when a day has limits, the hours they want each week and what blocks their time.
13 questions · about 3 min · logic · e-signature · prefill from the link
- No sign-up to start
- Unlimited responses on Free
Your name
Location or team
Role
Is this new availability or a change?
Date this starts
Changes need [10 days’] notice.
Limiting your availability may mean fewer hours. This form does not guarantee any shifts or a number of hours.
Which days can you work?
| Any time | Only certain hours | Not available | |
|---|---|---|---|
| Monday | |||
| Tuesday | |||
| Wednesday | |||
| Thursday | |||
| Friday | |||
| Saturday | |||
| Sunday |
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Fewest hours you want a week
Enter a number from 0 to 80.
Most hours you can work a week
Enter a number from 0 to 80.
Regular commitments that block time
Classes, a second job, military duty or a religious observance, with start and end dates.
Anything else we should know
Signature
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Your availability
- Your name
- Lily Tran
- Location or team
- Northside
- Role
- Barista
- Is this new availability or a change?
- A change to my availability
- What has changed?
- New uni timetable from March.
- Date this starts
- 2027-03-02
and 5 more answers
| submitted_at | Your name | Location or team | Role | Is this new availability or a change? | What has changed? |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Lily Tran | Northside | Barista | A change to my availability | New uni timetable from March. |
The first 6 of 35 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
| Question | Why it is there |
|---|---|
| Your name Required | Whose availability this is. |
| Location or team Required | Multi-site employers roster by location. A link can choose it. |
| Role | Optional. Different roles fill different shifts. |
| Is this new availability or a change? Required | One form for new starters and for changes, so there is one place to look. |
| What has changed? Only when “Is this new availability or a change?” is A change to my availability | Shown for a change: a new class, a second job, a school run. |
| Date this starts Required | Tells you which roster it applies to. |
| Which days can you work? Required | One tap per day. A day marked “Not available” needs nothing more. |
| Your hours on those days Only when “Which days can you work?” is only_certain_hours | Shown only after “Only certain hours”, and people fill in just those days. Free text takes two blocks in a day. |
| Fewest hours you want a week | Optional: lets you plan without guessing who wants more shifts. |
| Most hours you can work a week | Optional: the ceiling, for students and people with a second job. |
| Regular commitments that block time | Classes, military duty or a religious observance, with dates, so the pattern has an end. |
| Anything else we should know | Anything else worth explaining. |
| Signature | Optional. The response itself is dated. |
What we left out
- The manager’s approval. Approving a pattern is your step after the form arrives, so it belongs in a status column in your sheet, not on the employee’s form.
- A reason for every limit. Nobody needs to justify being unavailable on Tuesdays. One optional notes box covers anything worth saying.
- A personnel-file statement. Where you file it is your rule, not a question for staff.
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Is this new availability or a change?” is A change to my availability
shows “What has changed?”
-
When “Which days can you work?” is only_certain_hours
shows “Your hours on those days”
Make it yours
-
Give each store its own link
Replace the locations with yours, then add ?site=Northside to that store’s link so the location is already chosen.
-
Build the roster from a sheet
Connect Google Sheets in the Connect tab and each response becomes a row you can sort by location.
-
Hear about changes as they come in
In the Connect tab, turn on email and choose Send to my account email. It is free.
Good practice and the law
This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.
- US
In Oregon, large retail, hospitality and food service employers must post schedules 14 days ahead, and staff may name limits such as child care. Oregon BOLI, predictive scheduling
- US
Flexible scheduling and shift swaps are common religious accommodations, which is why observance is listed as a commitment. EEOC, religious discrimination
- UK
Zero-hours workers do not have to take work when asked and can work elsewhere, so availability is never a promise. GOV.UK, zero-hours contracts
Questions about this template
How is availability different from a time-off request?
Availability is the standing weekly pattern you roster from. A time-off request asks for particular dates off, one request at a time.
Does giving availability guarantee shifts?
No, and the form says so above the week, along with the fact that tighter availability can mean fewer hours.
Can staff give two blocks of hours on one day?
Yes. The hours grid takes free text, so “7–11 am, 4–8 pm” fits in one day.
Is there a version for students or on-call staff?
“Student workers” asks which term and takes a timetable upload. “Monthly calendar” swaps the week for dates in a month, for home care and on-call rosters.
Which form do you need?
The employee availability form is one of the hr & employee forms. If it is not quite the job, one of these may be.
- Time off request form template
For particular dates off, asked for in advance.
- Absence form template
For a shift already missed.
- Job application form template
For applicants, where availability is one question among work history and references.
Start with the employee availability form template
Open it in the editor, put your locations in, and send the link to staff before you write the next roster.
Updated 22 September 2026.