Employee Availability Form Template

Gather employee availability preferences, time-off requests, and shift availabilities.

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Overview

This employee availability form template helps you gather employee availability, time-off requests, and shift preferences, and store the data in one organized place.

Whether you’re building weekly schedules, assigning shifts, or managing staffing gaps, this form helps you streamline communication and avoid scheduling conflicts.

It includes a sample database to centralize responses and make it easy to review, filter, and act on availability data in real time.

Why use this employee availability form template

Simplify shift planning: Collect staff availability and time-off requests in one place so you can create conflict-free schedules faster.
Flexible for any team: Whether you manage a retail store, restaurant, or customer support team, this form can adapt to your hours, roles, and policies.
Syncs with your existing tools: Connect the form to Airtable or Google Sheets for seamless data capture, scheduling automation, and reporting.

Template features:

Customizable form
Build the exact form your team needs, with fields for department, availability by day and time block, and a signature to confirm the submission. Add, remove, or reorder fields anytime.
Multi-step form experience
Break the form into clear, digestible steps so it’s easy for employees to complete.
Step and section logic
Use conditional logic to show or hide fields based on employee type, role, or response. Keep the form focused and relevant for each person.
2-way data sync
All responses are automatically stored in your connected data source, so you can track availability, flag conflicts, and build better rosters.
Responsive design
Whether employees are filling out the form from a laptop or mobile phone, they’ll get a seamless experience.
Thank you page
Add a thank you page to personalize the experience and let employees know what happens next, whether it's confirmation of submission or a follow-up from a manager.

Who is this employee availability form template for?

This template is ideal for any team that needs to simplify shift scheduling and employee communication. Here’s how different teams can use it:

Retail and hospitality teams: Let employees submit their weekly availability and time-off requests in advance, so managers can build accurate schedules without chasing people down.
Customer support teams: Gather preferred shift windows and coverage gaps to optimize 24/7 scheduling and reduce burnout.
Field service companies: Capture technician availability, travel restrictions, and time-off plans to coordinate jobs and dispatching more effectively.
Healthcare and clinics: Stay on top of staff preferences and availability across rotating schedules, specialties, and part-time roles.
Nonprofits and volunteer organizations: Let volunteers share when they’re free to help, and use filters to match availability with event needs.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your employee availability form template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Bring in your data: Your template comes with a Softr Database already connected and loaded with sample data. From there, replace it with your own data or connect to 17+ external sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks.
3
Customize logic and branding: Describe changes using the AI Co-Builder, or adjust layouts with drag-and-drop blocks. Review user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your employee availability form is ready! Authentication, permissions, and hosting are already built in. Publish and share the URL with your teammates or clients to start collaborating.

Frequently asked questions

What is an employee availability form?
An employee availability form helps businesses collect and track when employees are available to work. It often includes preferred days and times, unavailable dates, and recurring restrictions, so you can create smarter, conflict-free schedules.
What data sources can I use this form with?
The template comes with a sample database to get you started, but you can also connect it to Google Sheets or any other Softr-supported data source, including Notion, HubSpot, ClickUp, SQL databases, and more.
Why use conditional logic in availability forms?
Conditional logic helps you tailor the form based on role, region, or employment type. For example, part-time employees can skip irrelevant sections, or managers can enter different shift preferences. It keeps forms shorter, easier to fill out, and more relevant.
Is this employee availability form customizable?
Yes. Duplicate the template into your Softr workspace, then prompt the AI Co-Builder to add a new field type, change the day and time block structure, or update the branding, just describe what you need and it makes the change.
Prefer hands-on control? Use the visual editor to edit fields, adjust form logic, and add a custom thank you page yourself.
Can I customize this template with AI?
Duplicate the template into your Softr workspace, then prompt the AI Co-Builder to make it yours: ask it to add a department option, change the availability time blocks, or rework the interface layout.
Prefer a hands-on approach? Use the visual editor to edit fields, adjust the database, and browse new themes without writing a single prompt.
Can this form trigger automations?
Yes. Softr Workflows let you act on new submissions automatically. For example, notify the relevant department manager by email or Slack when someone submits their availability, or flag entries that are missing a signature so you can follow up before finalizing the schedule.