five Strategies for Employee Accessibility Forms

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As a supervisor, scheduling employee changes is likely one of your many tedious and time-consuming tasks. That’s exactly where employee availability types come into the picture. These forms really are a vital asset for just about any business employing change workers. Considering exactly how time-intensive planning worker work schedules are, the clear and concise format of employee availability forms provides more structure, reducing shift scheduling headaches.

1 . Understand What Employee Availability Types Are And The reason why They’re Important

An employee availability form is kind of self-explanatory—it’s a form where workers can list the times and hours they are available to work, along with the days and hrs they absolutely are unable to work.

Think of it as a document containing basic information about each employee, along with their get in touch with details, to make the procedure for scheduling shifts simple and headache-free.

Employee availability forms help simplify and streamline your team’s schedule. Without this, staff scheduling can be messy and time-consuming, with constant to and fro between multiple employees to check their accessibility and constant critiquing of schedules.

Moreover, certain shifts require employees along with specific skills and character traits. If you don’t assign the right person for these jobs because of availability issues, your clients may leave unsatisfied, and your business are affected.  

Allow me to explain—suppose you operate a restaurant and have developed the perfect schedule to handle a rush hr at lunchtime along with efficient and personal workers. Now, if one or two of these employees don’t turn up because of availability issues, that shift will go from easy and easy to stressful and overworked, which could hurt your client experience that day and potentially your restaurant’s reputation.

Implementing up-to-date plus accurate employee accessibility forms can avoid staff unavailability plus poor service issues. You’ll know who are able to work when and accordingly create plans that strike the suitable balance between your business requirements and your employees’ availability.

Employee availability forms furthermore ensure fair distribution of workload and identify and deal with disgruntled or problematic employees before they plummet team efficiency and your business in general.

For instance, you can regularly monitor modifications in your employee’ s i9000 availability over time to identify trends that may reveal a team member isn’t giving the necessary number of hours at the job or is unsatisfied in their job. Thereafter, you can focus on improving the situation through functionality reviews and on-the-job training.

second . Make Sure Your Forms Include All The Necessary Details

Here’s a listing of the different fields a worker availability form should include:

Employee Get in touch with Information

The document should have a field where employees can add their names, telephone numbers, and email addresses to enable you to contact them quickly and quickly when you have any questions. You can also have them include their particular addresses if needed.


Add a set of very clear but brief instructions on your employee accessibility forms so that everybody knows how to fill all of them. Keep your language basic, and include specific phrases (for example, available, and available, no restrictions) where necessary.  

In addition , if your business starts in the morning and turns down at night, request employees to mention WAS and PM when writing the timings to avoid any misunderstandings about when they are available to work.


For the availability field, make sure you keep plenty of room around the form so workers can indicate when they are available to work obviously. I recommend formatting the particular section as a guidelines they can mark, a table they can colour in, or blanks they can fill with numbers.

Choose a simple and intuitive format that lets workers fill out their accessibility as quickly as possible.  

Signatures and Schedules

To make the employee availability form standard, put down your and your employee’ s signatures, along with the date, at the bottom.

This will act as a verification seal where the employees take they will be available to work during the stated days and times. Your signature shows you also agree with their availability and will take the exact same into account when creating the following work schedule.

Upcoming Adjustments

Although not necessary, consider leaving behind space for long term adjustments.  

If any worker anticipates a change for their schedule, they can just list it with their availability the first time through so that they don’t have to fill out a new form.

3. Know When To Have Your Employees Fill Out Availability Types

Ideally, your employee policies should have employee availability guidelines included in them. With this, you need to know and observe your employees.

Here are some tips to keep in mind when having employees fill in availability forms:

  • Listen to employee reviews. Discuss accessibility changes or issues with your employees. If you find people are unhappy using their current schedules, have them fill out a new type, so you know their particular updated availability in your mind when making the next time-table.
  • Keep an eye out for repetitive shift conflicts or adjustments. If you find employees frequently changing shifts or are unavailable or past due during specific period slots, revisit employee availability before consuming any severe activity. Their availability may have changed, which is regular. Don’t risk losing a good employee due to a stringent approach.
  • Keep school/college schedules in mind. If you have high school or college students on your side, have them fill out employee availability forms in late each semester or even quarter. Class activities can change, and so will certainly their availability. Also, consider sports period or extracurricular plans, as even they can affect availability.  
  • Aspect in any sudden company changes. Most managers do not realize this, but shifts could alter as a result of certain business changes. For instance, you may need more availability for a few shifts and appropriately have to find workers ready to take that on. This can are the holiday season or specific sales events—even a change in management or store hours impacts availability.

4. Create Since Comprehensive A Form As you can

At this stage, you’re probably asking the way to create a comprehensive worker availability form to simplify work schedules. Here is a quick rundown from the five steps to producing this document:

Step 1 : Sort Out Worker Details

The very first element of an employee accessibility form is listing general information about your own employees. These include:

  • Employees name
  • Current place
  • Department
  • Contact information
  • Type of employment (full-time, part-time, freelancer)

You can also make use of a checkbox system to distinguish whether the form has been submitted for the first time or even is being resubmitted to reflect changes in the employee’s availability. This is a convenient feature to keep track of the employee’ s documents.

Step 2: Make a Table to Reflect Different Availability Types

Employee availability needs context for everybody to be on the same page. That’s exactly why you need to give your employees different availability arranging options. For example , accessible, preferred, on-call, and unavailable.  

  • Available indicates the employee does not have any prior commitments and can come to work that day and in between those times.
  • Preferred means the employee wants to be scheduled during that time.
  • On-call indicates the employee theoretically isn’t on shift but can be scheduled or called within if needed.
  • Unavailable signifies the particular employee is unable to come to work during that period slot.

Step 3: Add room for extra comments or notes

As mentioned, it’s always wise to leave extra space for additional notes, changes, and further explanations within the employee availability type.  

Your employees may have immediate reasons for requesting a particular change in their favored shift choices, and as a fair manager, you should accommodate their requests whenever possible. Also, the common/note section can assist you make the right choices when assigning changes.

Step 4: Sign the Employee Availability Form

The bottom of the form should have some space meant for both your as well as the employee‘s signatures, together with a date section.  

You and the worker should sign plus date the form. By doing this, both parties will get into the habit of smoking of formally requesting schedule changes, which in turn will make work schedules a lot more manageable.

Stage 5: Distribute the particular Employee Availability Forms to Your Employees

Distribute the availability type to each worker, and have them fill it out possibly digitally or personally.  

Think about setting rules and limitations regarding these types of forms to avoid unwanted changes in the schedule or even form wastage. For example , you can set the rule telling an employee the original form could be changed only By number of times or only when absolutely necessary.

Once employees are done, collect these forms and shop them safely to get future use.

Step 6 (optional): Use templates

Screenshot of Typeform's employee availability form template download page.
Conserve time with ready-made employee availability type templates, like this one through Typeform.

Don’t want to make worker availability forms from scratch? Don’t worry, here are three fillable employee availability form themes you can steal:

  • FormsPal’ s i9000 Employee Availability Template
  • TrackTime24’ s i9000 Employee Availability Design template
  • Typeform’ t Employee Availability Type Template

5. Plan Forward For Scheduling Workers Outside Their Stated Availability

Whenever work schedules get hard, it can be tempting to drop an employee‘s name in the time slot, even when it’s outside their listed availability.  

Yet this is absolutely the incorrect approach.  

Never schedule an employee without knowing if they could work the shift. Instead, use these tips to check on in with employees and ask them to change their particular availability without problem them:

Target the Right Workers

Not everyone can take shifts suddenly, especially parents or even students. For employees like these to come to operate on unscheduled times, they’ll have to piece together these other areas of the lives, which can be a nightmare for them—especially on short discover.    

Understand which workers are likely to be able to get an unscheduled shift, and ask those people very first. And even though they may be more available than some of their co-workers, make sure you check in with them as significantly ahead as possible to allow them to make the necessary agreements to come in an extra shift.    

Be Truthful

When wondering employees to come to operate on an off day, be honest and explain why. Inform them exactly what happened, regardless of whether it’s an urgent problem that needs to be set, a deadline that needs to be met, or simply a good extra-busy day where having one more employee will make the difference between good and bad customer encounters.  

Keep in mind, don’t make the workers feel like they have to state yes. Explain to them why you need them and why you select them to help, and let them decide whether they want to work. They’ ll likely accept come themselves if they can—and even if these people can’t, they’ll enjoy how you handled the problem and may be more likely to agree to help in the long run.  

Provide Incentives

Consider what incentives you are able to offer employees whenever scheduling them outdoors their listed availability.  

For example , you can give them another day off from their planned days. Offering free food and beverages, bonuses, and casual clothing are other efficient perks. I’ve actually heard of managers offering to buy a worker a cake if they had been willing to work a shift on their birthday!  

Final Thoughts About Employee Availability Forms

Presenting employee availability forms and policies to maintain revisiting them causes it to be easier to stay on best of effective work scheduling. While it does not guarantee employees will be available on the mentioned dates, you certainly won’t have to deal with them straying off too far, reducing last-minute changes.  

Here are other guides worth checking out in order to easily and efficiently manage your workers:

  • The Beginner’s Guide to Employee Handbooks
  • The Beginner’s Guide to Employment Contracts
  • The particular Beginner’s Guide to PTO Policies
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