How to use the employee availability form
- Enter your organization, a title and a short note for staff.
- Choose the first hour and last hour the schedule covers and which day the week starts on.
- Choose whether to add a notes column, and how many copies to print.
- Check the preview, then print or save a PDF. Each employee shades the hours they can work.
How the grid works
Each row is a day and each column is an hour, from the first hour to the last you choose. An employee shades or marks every hour they can work and leaves the others blank. Above the grid there are lines for the name, the position and the week or date the form starts, and below it a line for the most hours they want each week and a signature.
The hour labels use a for AM and p for PM, so 6a is 6 in the morning and 12p is noon. A range of 6a to 10p gives 16 columns. Narrow the range to your opening hours so each cell is easy to mark. The preview shows the page as it prints, in landscape.
Using the results
Collect the forms before you build the schedule, and ask staff to update them when things change, such as a new class schedule or a second job. Availability is what a person can work, which is different from what they want to work, so the most-hours line helps you plan.
Build the schedule with the Weekly Schedule Maker, rotate shifts with the Shift Rotation Schedule Generator and plan breaks with the Staggered Break Schedule Generator. For time off use the Time Off Request Form.
Not legal advice
This is a blank form. Rules about scheduling, notice and predictable hours differ by place and by agreement, and this page does not apply any of them. Check your own rules and ask a qualified adviser if you are unsure. Everything is made in your browser, and nothing you type is uploaded.
Assumptions and limits
- The form is printed on US Letter paper in landscape and filled in by hand.
- Each column is one hour, and the range is between 4 and 24 hours.
- Copies print one form per page with the same heading and hours.
- The company name in the sample is made up and is there to be replaced.
Frequently asked questions
What is an employee availability form?
A form where staff mark the days and hours they can work, so a manager can build a schedule that fits. This one is a one-week grid with a column for each hour.
How should employees fill it in?
Shade or mark every hour they can work. Hours left blank mean they cannot work. They add a note for anything that needs explaining, such as classes on certain days.
Can I limit the hours shown?
Yes. Choose the first and last hours to match your opening times. The range must be at least four hours and can cover the whole day.
How often should staff update it?
Whenever their availability changes, and at least at the start of each new schedule period. Date each form so you know which one is current.