Free employee availability form builder

Create an employee availability form with regular weekly times and exceptions for specific dates. Enter the employee, location, effective dates and time reference, then add the windows when they are available. Print the form or download text and CSV copies to use when planning a schedule.

Fill in an availability template

1. Enter the employee and optional location, then give the form an effective start date. Add an end date if the pattern has one; leaving it blank means the pattern continues until updated. State the time reference clearly, such as the store's local time.
2. Add a window for each weekday when the person is available. Use 24-hour times so morning and afternoon are unambiguous.
3. Add another window on the same day if there is a gap in availability. The form supports up to 21 weekly windows in total and rejects overlapping windows on the same day.
4. Add dated exceptions for days that differ from the regular week. Each date can be unavailable or have one replacement availability window.
5. Review the preview with the employee, then print or download the completed form.

Days with no weekly window are treated as unavailable in this form. Fill in every day the person can work rather than assuming an empty day means unrestricted availability.

Weekly availability and dated exceptions

Weekly windows describe a repeating pattern. For example, an employee might be available Monday from 09:00 to 13:00 and again from 15:00 to 18:00. The two-hour gap remains unavailable. A Thursday window from 12:00 to 20:00 describes a different day without changing Monday.

A dated exception replaces the regular pattern for that one date. An unavailable exception on a particular Monday means the usual Monday windows do not apply. A replacement window of 10:00 to 14:00 means that is the availability for that date, rather than an extra period added to the regular windows.

You can add up to 31 unique dated exceptions, all within the effective period. Use the date check in the preview to see which availability applies on a particular day. Dates outside the effective range are unspecified. The employee availability guide explains how to collect and review the information before building a rota.

Time format and overnight availability

Use 24-hour time: 09:00 is nine in the morning and 17:30 is five thirty in the afternoon. An end time of 24:00 means the end of that day. Each window stays within one day and its end must come after its start.

For overnight availability, split it at midnight. For example, Monday 22:00–24:00 and Tuesday 00:00–06:00 describe the two parts of one overnight span. Check both days when you enter any date-specific changes.

Availability describes when someone can work; it is not a shift assignment or a promise of hours. Once the form has been agreed, use the staff rota builder to plan actual shifts. Use a time off request form when the person needs a specific absence reviewed.

Keep and share the form

Print the preview, save a PDF through the browser print dialog, or download text and CSV. The page keeps its draft in the current browser tab when storage is available; retain an export before closing the tab. Start blank and Reset sample replace the form after confirmation.

The public builder does not read calendars, check existing shifts, notify managers or update employee records. Give the exported form to the person who maintains the schedule and agree how later changes will be submitted.

Frequently asked questions

Can I record two available periods in one day?

Yes. Add separate non-overlapping weekly windows for the day. A dated exception supports one replacement window, so use it for a single available span or mark that date unavailable.

Does an exception add to the regular weekly times?

No. It replaces that date's weekly availability. Check the preview to make sure it describes the full intended availability for that date.

Can I make a form without an account?

Yes. The form works without signing in. You can edit the sample or start blank, then print or download your own copy.