Staffing agencies
Get a useful brief before the first conversation. Written context helps you assess fit, prepare questions and decide what to discuss next. Review “Staffing Agency / Worker ID” in particular and adapt it to the detail you need.
Worker Availability Submission Template
Stop chasing workers with phone calls every Friday. This worker availability submission form lets your temp workers and contractors report which days and shifts they're available for the upcoming week — including overtime willingness and last-minute assignment availability — so your schedulers can fill roles faster and with less back-and-forth.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
Managing a pool of temporary workers means constantly knowing who is available, when, and under what conditions. Phone trees and group texts are unreliable — workers miss calls, messages get lost, and schedulers waste hours piecing together a coverage picture. A worker availability submission form solves this by creating a single, structured channel for workers to self-report their schedule each week.
More about this template
This template captures everything a staffing coordinator needs: the specific days available, the preferred shift window, willingness to take overtime or last-minute calls, geographic limits, and any one-off restrictions for the week. Because workers submit digitally, the data arrives organized and searchable — no deciphering handwriting on paper availability sheets or scrolling through text thread histories.
formformform makes this form easy to share repeatedly. Send the same link every Friday via text blast or email, and workers fill it out in under two minutes on their phones. Every submission lands in your inbox and your dashboard, ready for your scheduling team to act on. No per-user costs, no submission limits.
11 fields to make your own8 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Full Name
Jane Smith
Email Address
jane@email.com
Phone Number
(555) 123-4567
Staffing Agency / Worker ID
Agency name or your worker ID number
Week Starting (Monday)
Available Days
7 choices
- Monday
- Tuesday
- Wednesday
- Thursday
- Friday
- Saturday
- Sunday
Available Shifts
6 choices
- Morning (6am – 2pm)
- Day (8am – 5pm)
- Afternoon (2pm – 10pm)
- Evening (4pm – 12am)
- Overnight (10pm – 6am)
- Flexible / Any Shift
Available for Overtime (10+ hour days or 6th/7th day)?
3 choices
- Yes, available for overtime
- No, standard hours only
- Case-by-case — contact me first
Available for Last-Minute or Same-Day Assignments?
3 choices
- Yes, call me anytime
- Yes, with at least 2 hours notice
- No, I need advance scheduling
Work Locations Preferred or Commute Limit
e.g., Downtown Dallas, or within 20 miles of ZIP 75201
Any Scheduling Restrictions This Week
Doctor's appointment Tuesday morning, must leave by 3pm Thursday, etc.
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Temp agencies
Get a useful brief before the first conversation. Written context helps you assess fit, prepare questions and decide what to discuss next. Review “Week Starting (Monday)” in particular and adapt it to the detail you need.
Healthcare staffing firms
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Available Days” in particular and adapt it to the detail you need.
Event staffing companies
Gather the details needed before making arrangements. Consistent answers help you spot special requirements and prepare the next step. Review “Available Shifts” in particular and adapt it to the detail you need.
Construction and trades staffing
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Available for Overtime (10+ hour days or 6th/7th day)?” in particular and adapt it to the detail you need.
Warehouse and logistics coordinators
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Available for Last-Minute or Same-Day Assignments?” in particular and adapt it to the detail you need.
PEO and employer-of-record services
Collect a consistent starting point for review, so the next conversation can focus on suitability and missing details rather than repeating basic questions. Review “Work Locations Preferred or Commute Limit” in particular and adapt it to the detail you need.
Gig platform operators
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Any Scheduling Restrictions This Week” in particular and adapt it to the detail you need.
What's included
Day-by-day availability checkboxes for Mon–Sun
Shift preference dropdown for morning, afternoon, evening, and overnight
Overtime and last-minute assignment willingness capture
Commute range and preferred work location field
Open notes field for one-off scheduling restrictions
Week-starting date picker for organized weekly collection
Instant email notification per submission
Unlimited submissions — handle large worker pools at no extra cost
How to create a worker availability submission
- 1
Click 'Use this template' to get this form pre-built in your formformform account.
- 2
Customize the shift options to match your clients' actual shift windows and add any site-specific location fields if needed.
- 3
Set up a weekly reminder — share the form link every Friday via email, SMS, or your internal communication tool.
- 4
Configure email notifications to go to your scheduling team's inbox or shared email alias.
- 5
Optionally add a dropdown for specific client sites if you want to track worker preferences by location.
- 6
Publish the form and share the link with your entire active worker pool.
Best practices for your worker availability submission
Send the availability form on a fixed day every week
consistency trains workers to submit without reminders and reduces coordinator follow-up.
Use the 'week starting' date field to keep submissions organized
it lets you filter all availability for a specific week in your dashboard without confusion.
Include the submission deadline in your paragraph text
telling workers 'Submit by Friday at noon' sets a clear expectation and reduces late trickle-ins that disrupt scheduling.
Ask about last-minute availability explicitly
some workers are happy to take same-day calls but never mention it unless asked; this information is gold for urgent placements.
Keep the form mobile-friendly
most temp workers will fill it out on a phone between shifts, so avoid fields that require lengthy typing.
Follow up with workers who haven't submitted by midday Friday
a short text with the form link is faster than a call and keeps your availability data complete before the weekend.
12 form ideas you can build with this template
Warehouse Worker Weekly Availability Form
Collects day-by-day availability from a pool of warehouse associates ahead of peak shipping days at fulfillment center clients.
Per-Diem Nurse Availability Submission
Lets per-diem nurses report their open shifts each week including on-call willingness, specialty unit preferences, and hospital facility preferences.
Event Staff Availability Form
Gathers weekend availability, preferred event types (concerts, corporate, sports), and travel willingness from a roster of part-time event staffers.
Substitute Teacher Availability Form
Lets substitute teachers submit the days and grade levels they're available each week for last-minute classroom coverage placements.
Security Guard Shift Availability
Collects shift windows, overnight willingness, and preferred sites from a licensed security guard pool for weekly post assignments.
Seasonal Retail Associate Availability
Captures store location preferences, maximum weekly hours, and holiday availability from a seasonal workforce during peak retail periods.
Construction Crew Daily Availability
Collects trade-specific availability (electricians, framers, concrete workers) and job site location limits for weekly construction crew scheduling.
Home Health Aide Availability Submission
Lets home health aides report open visit slots, client continuity preferences, and geographic zones available for client-care coordinator matching.
IT Consultant Weekly Availability
Gathers available project hours, remote vs. on-site preferences, and client engagement exclusions from a bench of contract IT consultants.
Catering Staff Availability Form
Collects weekend event availability, role flexibility (server, bartender, setup), and uniform size confirmations from part-time catering staff.
Delivery Driver Availability Form
Records available days, vehicle type (car, van, cargo), and zip code coverage zones from a gig delivery driver pool for route assignment planning.
Call Center Agent Weekly Schedule Form
Captures available time blocks, language skills active that week, and queue preferences from a flexible contact center workforce ahead of scheduling.
Frequently asked questions
Can workers submit availability for more than one week at a time?
The form is designed for weekly submissions, but workers can submit the form multiple times — once per week — using the same link. Each submission is saved separately with the 'week starting' date to keep them organized.
How do I send this form to a large group of workers?
Share the form link via email, text message, or your preferred communication platform. The same link works for all workers — there's no login required to submit.
Can I see all submissions for a specific week in one view?
Yes. Your formformform dashboard shows all submissions with their field values, and you can filter or export submissions to a spreadsheet organized by the 'week starting' date.
What if a worker needs to update their availability after submitting?
Workers can simply submit the form again — each submission is recorded separately. Advise your team to note updates in the scheduling restrictions field so coordinators know which submission is current.
Can I add a field for specific client sites the worker is cleared for?
Yes. You can add a checkbox or dropdown listing your active client sites, letting workers indicate which locations they're available to work at that week.
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