Free staff availability template
The hours each person can work, day by day, in a form you can print for the wall or send to a phone. Collect them before you build the week.
| Day | Available? | From | To | Notes |
|---|---|---|---|---|
| Monday | Yes | 09:00 | 17:00 | |
| Wednesday | Yes | 12:00 | 22:00 | Class in the morning |
| Friday | No | Second job |
Why hours, not days
“Available Thursday” and “available Thursday until three” are different sentences, and the second one is the one that gets the roster right. The form asks for a from and a to on every day somebody can work, and a note for anything that needs explaining.
What is in the file
- Availability, blank, one week of days with hours and notes.
- Example, filled in for a casual with classes and a second job.
- How to use, for the person filling it in and for the manager collecting it.
Using it well
- Collect it before you buildAvailability you find out about on the day is a scramble. Availability you have on Thursday is a decision.
- Date itThe form says which week it applies from. A form from three months ago is not availability.
- Ask for changes, not new formsOne line in a message beats a new sheet nobody fills in.
Questions
What does the staff availability template ask for?
A from and a to on every day somebody can work, rather than just a tick against the day, plus a note for anything that needs explaining. Available Thursday and available Thursday until three are different sentences, and the second one is the one that gets the roster right.
When should I collect availability forms?
Before you build the week, not during it. Availability you find out about on the day is a scramble. Availability you have on Thursday is a decision you can make calmly.
How often should staff availability be updated?
Whenever it changes, and the form carries the week it applies from so an old one is obvious. A form from three months ago is not availability. Asking for a one line change beats reissuing a blank sheet nobody fills in.
Is the staff availability template free to download?
Yes, as Excel, CSV and a printable PDF, with no sign up and no email address asked for. Print it for the wall or send the file to a phone.