AVAILABILITY / INPUT / ROTA
Collect availability before you try to solve the rota.
A schedule becomes difficult when “I can work” and “I would prefer to work” arrive mixed together. Capture the difference first, then make coverage and fairness decisions with better information.
A four-step availability intake
Set the date range, periods and roles you need to cover.
A defined period makes responses comparable and stops an open-ended message thread.
Ask each person for available, unavailable and preferred times separately.
Hard constraints and preferences should not be treated as the same kind of request.
Record constraints such as classes, travel, childcare or maximum hours.
Small practical details can make an otherwise available time impossible.
Review the collected input before assigning a single shift.
Do not assign names until the input is complete enough to review coverage.
Use a consistent format
Start with the employee availability template or download the CSV version. For a repeatable workflow, see Shift Helper’s availability approach.
Availability is input, not the final schedule
Once responses are collected, check required roles and headcount with the coverage calculator. The goal is a clear owner decision: what is covered, what is not, and which trade-off needs discussion.
When collecting responses becomes the weekly chase
Shift Helper is being designed to keep availability, coverage review and the published rota connected for small teams that currently combine messages, a spreadsheet and a calendar.