Free team availability tracker (whole roster on one sheet)
Individual availability forms tell you about one person; they don’t tell you Tuesday is a problem. This tracker puts the whole roster on one grid and counts heads per day automatically — so before you place a single shift, you already know which days have slack and which are one call-out from a crisis.
Download free templateExcel (.xlsx) · live headcount formulas · opens in Excel & Google Sheets · No signup required
What’s inside
A roster grid: one row per employee, Monday–Sunday columns, each cell an available window, ALL, or OFF
A live “Staff available” formula row that counts non-OFF entries per day
Sample restaurant roster showing the format, plus blank rows to extend
A rule-of-thumb note for reading the headcount against your required floor staff
How to use this template
Download the tracker
Open the .xlsx in Excel or import into Google Sheets — the counting formulas survive both.
Load your roster
One row per employee with their role. Overwrite the sample names.
Transcribe availability
From your collected forms, enter each person’s window per day: a time range like 9a–5p, ALL for any time, or OFF.
Read the bottom row
The “Staff available” row updates as you type. Compare each day’s count to the minimum staff you need on the floor.
Fix thin days before scheduling
If Thursday shows 3 available and you need 4, resolve it now — ask for flexibility, hire, or adjust hours — instead of discovering it in the schedule. EpicShifts does this aggregation live from employee-maintained availability.
When to use it
This is a manager’s sheet, not an employee intake form — pair it with an availability form (weekly or monthly) that staff actually fill in. It shines at the moment before scheduling: seeing coverage risk by day at a glance. Its cost is transcription — every form has to be copied in by hand, and every change re-copied, which is exactly the loop scheduling software closes by letting employees maintain their own availability that aggregates instantly.
Skip the spreadsheet
Already filled it in? Upload the file to EpicShifts and we’ll import it into a live schedule — your team sees their shifts on mobile, swaps and picks up open shifts, and gets reminders automatically.
Frequently asked questions
How do I track availability for a whole team?
Collect availability per employee (a weekly or monthly form works), then aggregate it into one grid — rows for people, columns for days, each cell the person’s available window. This template adds a formula row that counts available staff per day so coverage gaps are visible before you build the schedule.
How does the “Staff available” row work?
It’s a COUNTIFS formula per day-column that counts every cell that is filled in and not OFF. It works identically in Excel and Google Sheets, and it keeps counting as you add rows within the grid.
What’s a healthy availability-to-need ratio?
A common rule of thumb is having at least 1.5× your required floor staff available per day — so a day that needs 4 people wants 6+ available. At exactly 1× you have zero slack: one call-out and the day breaks. The tracker makes the thin days obvious.
Dustin Hanke, Founder, EpicShifts — Dustin builds EpicShifts and writes about scheduling, labor cost, and shift-work operations for restaurants and other hourly teams.
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