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Schedule: How to Set and Assign Availability
Schedule: How to Set and Assign Availability

This feature also supports the creation of open shifts and the management of shift requests, covers, and trades.

Gina Schrandt avatar
Written by Gina Schrandt
Updated over 2 months ago

Managing staff work hours effectively is crucial for smooth operations. With the premium scheduling feature, administrators and employees can now set, change, and assign availability.

The premium scheduling feature allows you to set, change, and assign employee availability, create open shifts, and manage shift requests, covers, and trades. Schedule availability lets you and your employees manage their work hours and assign different jobs, cost centers, or tasks based on their available hours.


Availability settings

  1. Navigate to the SCHEDULE tab

  2. Access the Availability Settings:

    1. Click the gear icon (settings menu) located in the top-right corner.

    2. Select Availability tab in the settings window.

Manage employee availabilities

  1. Select the Availabilities tab in the Settings pop-up

  2. You have the following options:

    1. Allow employees without a cost center, job or task to be shown as available

      1. This setting will allow employees with NO assigned cost center, job, or task to be shown as available when scheduling a shift with a cost center, job, or task selected.

    2. Allow employees to select additional positions and allocations when setting their availability

      1. This setting will allow employees to indicate additional cost centers, jobs or tasks they are available to work at. If not selected, this will be an admin/supervisor only functionality.

Choose employees' availability schedule view

  1. Adjust the settings to choose how employees' availability schedules are displayed.

    1. Allow any employee to be scheduled for Department

    2. Allow any employee to be scheduled for any job

    3. Allow any employee to be scheduled for any task

      1. These settings will allow an employee to be shown as available when scheduling a shift for any cost center, job, or task, regardless of the cost center, job, or task assigned in the employee's profile or additional positions and allocations.

      2. Employees with no assignment will also be shown as available.


Assigning availability

  1. Go to the Schedule tab.

  2. Click on Availabilities.

  3. Select the employee: Click on the employee to modify their current availability or add new availability.

    1. In the slide-out that opens, select the employee whose availability you want to set or edit.

    2. In the next panel that opens:

      1. Click the Upcoming tab to view future availability beyond this week.

      2. Click the Edit icon to view or change the availability.

  4. To add new availability, click the Add Availability button.

  5. Copy Schedule Details:

    1. Once a day's availability is set, you can copy these details to other days for consistency.

Set additional positions and allocations

  1. In the 'Edit Availability' window, click the 'Set Additional Positions and Allocations' button to select the relevant positions and allocations (additional jobs, tasks, cost centers and departments they can work at besides the defaults assigned in their profile) for the employee's availability.

  2. Hit 'Save' when done.

Save availability

  1. After setting the availability, click 'Save' in the 'Edit Availability' window to finalize.

  2. Based on all of these settings, workers will now show up in the "available" tab when you add or change a shift. This makes it easy to ensure you are scheduling the right person for each shift!

Open shifts, trade/cover requests, and schedule availability features are exclusive to our Shift Scheduling - Premium.


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