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Employee Availability Form
A weekly availability form for shift workers: hours by day, max hours, preferred shifts, school and second-job limits, change notice and scheduling laws.
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What you get
- A day-by-day availability grid with earliest start and latest finish
- Fields for minimum and maximum weekly hours, preferred shifts and recurring conflicts
- A change-of-availability section with the notice period and effective date
- A manager scheduling checklist and a team availability summary sheet
- Notes on fair workweek laws, minors' hour limits and religious accommodation
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Employee details
- Employee name and ID
- Position(s) you are trained for— e.g. cashier, stock, opening key holder
- Location(s) you can work at
- Employment type— Full time / part time / seasonal
Weekly availability
Enter the earliest time you can start and the latest time you can finish. Write 'Not available' for days you cannot work at all.
| Day | Available? (Y/N) | Earliest start | Latest finish | Preferred shift | Notes |
|---|---|---|---|---|---|
| Example: Tuesday | Y | 3:30 p.m. | 10:00 p.m. | Close | Class until 2:45 p.m. |
| Monday | |||||
| Tuesday | |||||
| Wednesday |
Hours and preferences
- Minimum hours per week you want
- Maximum hours per week you can work— Consider school, benefits eligibility and other jobs
- Maximum shifts per week
- Preferred shift types— Open / mid / close / overnight / weekend
Recurring commitments and constraints
- School or class schedule— Term dates and times; attach timetable if easier
- Second job hours— Only if you want us to schedule around it
- Caregiving or transport constraints— e.g. last bus at 10:40 p.m.
- Religious observance— Days or times you need off; we will discuss any conflict with HR
Changing your availability
Please give at least [two weeks'] written notice of any change to your availability using this form. Changes take effect from the first schedule published after the notice period. We will try to accommodate every change but cannot guarantee the same number of hours if your availability shrinks. Requests for a schedule change because of a disability, pregnancy, religious practice or a legal leave right go to HR and are handled separately from this notice period.
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How to use this template
- 1
Collect at hire and twice a year
Ask every hourly employee to complete the form at onboarding, and refresh it before each school term or busy season.
- 2
Record availability, not preferences only
Availability is when someone can work; preferences are when they would like to. Keep both, but schedule from availability.
- 3
Set a change notice period
Ask for two weeks' notice of a change, with exceptions for emergencies, school timetables released late and accommodation requests.
- 4
Roll up into a team sheet
Copy each person's availability into the team summary so gaps (Sunday mornings, late closes) are visible before the schedule is built.
Frequently asked questions
What is an employee availability form?
A form where hourly or shift employees record which days and times they can work, their minimum and maximum hours, preferred shifts and recurring commitments such as classes or a second job. Managers use it to build schedules and to spot coverage gaps before publishing.
How often should employees update their availability?
At hire, before each school term or peak season, and whenever something changes. Most employers ask for two weeks' written notice of a change so the next schedule can reflect it, with faster handling for emergencies and accommodation requests.
Can an employer schedule you outside your availability?
In most places, yes, availability forms are not legally binding. In cities and states with fair workweek laws, changing a posted schedule at short notice can trigger premium pay, and some laws give employees the right to decline extra hours. Religious and disability-related scheduling needs must be considered as accommodation requests.
Can you ask about availability in a job interview?
Yes, if you ask every candidate the same question about the job's actual schedule, for example 'This role works alternate weekends and two closes a week. Can you work that schedule?' Avoid questions about childcare, family or religion. Collect detailed availability after the offer.
What hours can a 15-year-old work?
Under federal law, 14- and 15-year-olds can work up to 3 hours on a school day and 18 hours in a school week, up to 8 hours on a non-school day and 40 hours in a non-school week, and only between 7 a.m. and 7 p.m. (9 p.m. from June 1 to Labor Day). State law may be stricter.