Staff Availability Survey Template
This staff availability survey template collects the days and time windows employees can work during a defined scheduling period. Use it to prepare a roster discussion while keeping availability separate from a confirmed assignment.
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Staff Availability Survey
What name or staff identifier should the scheduler use?
Your answer…
This staff availability survey template collects the days and time windows employees can work during a defined scheduling period. Use it to prepare a roster discussion while keeping availability separate from a confirmed assignment.
A preference is not the same as a time someone can actually work. Collect the period, available windows and scheduling preferences clearly so managers do not have to guess what a short reply means.
When to use this staff availability survey
Managers and scheduling coordinators can use this form before preparing a roster. SurveyLegend helps gather availability in a consistent format; reviewing contracts, coverage, rest requirements and the final schedule remains the employer's responsibility. This form does not automatically approve shifts or leave.
7 questions for your staff availability survey
Use the dates and workplace time zone provided above. State when you can work without explaining private reasons for unavailable times. This form does not confirm a shift or approve leave. Every field is optional.
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Staff Availability Survey
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Customize your staff availability survey
Write dates explicitly and keep a single workplace time zone. This draft uses a text field so employees can state specific day/time combinations, including overnight windows with both dates. For a fixed shift pattern, replace that field with the real choices and synchronize all questionnaire versions. Distinguish unavailable times from preferences. Avoid unnecessary sensitive questions about the personal reasons behind an unavailable time.
Printable staff availability survey
Use the printable version during a roster-planning conversation with employees who prefer paper. Keep the same questions and answer options so paper responses can be reviewed consistently with online replies.
Download Staff Availability Survey Template (PDF) Export staff availability survey as PDF
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How to use the answers
Check incomplete or ambiguous windows with the employee before building the roster. Keep preferred hours separate from available hours and do not interpret an unanswered field as open availability. Review coverage through your scheduling process and confirm the final assignments separately. Limit access to individual responses. If the aim is to understand how working arrangements affect employees more broadly, run a separate work-life balance survey.
In the abstract, Åkerstedt and Kecklund (2017) write: “short notice (<1 month) of a new work schedule”. The study identifies this as a commonly reported difficulty among Swedish non-day workers. This form therefore records the period availability covers and asks about notice preferences. Those preferences are planning input, not a statement of legal requirements or a guarantee that a particular schedule will be offered. Read the work scheduling study for the study's context.
Frequently asked questions
Does submitting availability confirm a shift?
No. The scheduler must review coverage and relevant requirements, then communicate the confirmed roster separately.
Should employees explain why they are unavailable?
The form does not require a reason. Collect the scheduling information needed without inviting unnecessary private details.
Can I use a fixed list of shift times?
Yes. Replace the open availability question with the real dated shifts and review the answer format. Do not assume generic morning or evening labels mean the same thing to everyone.
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