Employee availability form template

An employee availability template for shift staff: one tap for each day, an hours grid only for days with limits, the hours they want each week and what blocks their time.

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Your name (required)

Which days can you work? (required)

Limiting your availability may mean fewer hours. This form does not guarantee any shifts or a number of hours.

Role

Is this new availability or a change? (required)

Date this starts (required)

Changes need 10 days’ notice.

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

Draw your signature, or choose Type instead to type your name.

13 questions · about 3 min · logic · signature · prefill from the link

No sign-up to start
Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

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
Which days can you work?: Monday: Only certain hours; Tuesday: Not available; Wednesday: Only certain hours; Thursday: Not available; Friday: Any time; Saturday: Any time; Sunday: Not available
Your hours on those days: Monday: From: 3 pm, Until: close; Wednesday: From: 7 am, Until: 11 am, then 4–8 pm
Location or team: Northside
Role: Barista
Is this new availability or a change?: A change to my availability

and 5 more answers

A sample email with made-up answers.

submitted_at	Your name	Which days can you work?	Your hours on those days	Location or team	Role
23 Sep 2026 09:41	Lily Tran	Monday: Only certain hours \| Tuesday: Not available \| Wednesday: Only certain hours \| Thursday: Not available \| Friday: Any time \| Saturday: Any time \| Sunday: Not available	Monday: From: 3 pm, Until: close \| Tuesday: \| Wednesday: From: 7 am, Until: 11 am, then 4–8 pm \| Thursday: \| Friday: \| Saturday: \| Sunday:	Northside	Barista

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

A new pattern changes the roster, so it can wait for a manager’s OK before anyone builds shifts on it.

Submitted
Someone sends new availability Pro

It waits for the store manager’s OK, and they approve or reject it from their inbox.
The manager approves it

Whoever writes the roster gets an email with the days, the hours and the start date.
Once a week

A digest email lists every availability change that came in, so the next roster starts from all of them.

Set this up when you use the template

What this form asks, and why

An employee availability form should cover every day of the week, the hours for any day with limits, the date the pattern starts, the fewest and most hours someone wants, and the commitments that block their time. A change of availability needs the same questions, plus what has changed.

Question	Why it is there
Your name Required	Whose availability this is.
Which days can you work? Required	One tap per day, straight after the name. A day marked “Not available” needs nothing more.
Your hours on those days Only when any row in “Which days can you work?” is marked “Only certain hours”	Shown only after “Only certain hours”, and people fill in just those days. Free text takes two blocks in a day.
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.
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 box. Paper forms end with one, and so does our PDF. On Pro, the manager approves it online after it arrives.
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 any row in “Which days can you work?” is marked “Only certain hours”

shows “Your hours on those days”
When “Is this new availability or a change?” is “A change to my availability”

shows “What has changed?”

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 Workflows tab and each response becomes a row you can sort by location.
Set your own notice period

The “Date this starts” note says changes need 10 days’ notice. Put your own rule in its place.

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 under 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 class schedule upload. “Monthly calendar” swaps the week for dates in a month, for home care and on-call rosters.

Which form do you need?

Not quite the job? One of these may fit, or browse all HR and employee forms.

Vacation request form
For particular dates off, asked for in advance.
Staff absence form
For a shift already missed.
Job application 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.