Interpreting Availability While Scheduling

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Overview

Availability preferences and time off requests help you better understand when employees can work so you can schedule them more effectively.

Things to know before you begin

  • In employees view, the Scheduler displays employees’ availability in the corner of each cell.
  • In positions view, the Scheduler displays employees’ availability only if you schedule a shift that conflicts with an availability preference.

Availability

As you build your schedule, your employees’ availability preferences show you when employees can work or when they’re unavailable to work. Knowing when employees prefer to work or are unavailable to work helps to avoid scheduling conflicts.

Preferred times

A green flag shows that an employee has entered a time where they prefer to work. Hover your cursor over the flag to see what times the employee prefers to work.Preferred availability flag

If you add a shift on a day an employee has entered a preferred time, shift templates display based on their availability preference:Assign shift template

  • Highly Preferred: Shift templates with start and end times that fit within the employee’s preferred times.
  • Preferred: Shift templates with start and end times that overlap with the employee’s preferred times.

Unavailable times

A grey flag shows that an employee has entered a time where they are unavailable to work. Hover your cursor over the flag to see what times the employee is unavailable to work.Unavailable flag

If you add a shift on a day where an employee has entered an unavailable time, shift templates that conflict with their preferences are greyed out. The hours the employee has indicated they’re unavailable to work display in red next to Unavailable.Assign shift template

Multiple preferences

A green and grey flag shows that an employee has both preferred and unavailable preferences on the same day. Click the flag to see when the employee prefers to work and when they are unavailable.Multiple availability preferences flag

Shift templates display based on the preferred and unavailable times the employee has set.Assign shift template

Time off

Time off requests display in the Scheduler so you can easily see when an employee has requested time off and adjust their schedule if necessary. Time off requests show whether they’re pending or approved.Time off

Conflicts

A red flag appears in the top-left corner of a shift to indicate a scheduling conflict.Conflict flag

Conflicts occur if an employee is scheduled when they:

  • Have approved time off
  • Have indicated they’re unavailable to work
  • Already have a scheduled shift
Updated on October 10, 2018

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