Employee Availability

View and manage employee availability to assist with roster planning.

Overview

Employees can set their own availability from the Schedule > Availability tab. As a manager, you can also manage availability on behalf of employees from their Employee Detail page.

The system supports:

• Recurring entries — weekly patterns (e.g., "unavailable Tuesdays")
• One-off entries — specific date ranges (e.g., "away April 10–12")
• Availability default — whether the employee is assumed available or unavailable when no entries exist

Availability Default

Set this on the employee profile under Default Availability:

Setting	Best for	Meaning
Available (default)	Regular and part-time staff	Employee is available unless they mark otherwise
Unavailable	Zero-hour, seasonal, and temp workers	Employee is not available unless they mark otherwise

This is important for the roster overlay — a zero-hour employee with no entries shows as unavailable across the board, while a regular employee with no entries shows as available.

Managing Availability for Employees

From the Employee Detail page, supervisors and above can:

1. View the employee's recurring and one-off entries
2. Add entries on their behalf (e.g., "employee called in — unavailable next week")
3. Delete entries

The same form is used as the employee's self-service — recurring entries with day-of-week and optional time ranges, one-off entries with date ranges.

Roster Builder Overlay

When viewing the roster builder, employee availability is shown as cell background colors:

Color	Meaning
Red tint	Employee is unavailable
Green tint	Employee is available (for zero-hour employees who marked availability)
No color	Employee is available by default

Hovering over a cell shows the availability details and any notes.

Conflict Warnings

When you assign a shift to an unavailable employee:

• A warning is shown with the employee's notes (if any)
• The shift is still created — the warning is informational, not a hard block
• The warning appears in compliance checks alongside other roster warnings

Resolution Order

When multiple entries could apply to the same date:

1. One-off entry — highest priority (specific date overrides)
2. Recurring entry — second priority (weekly pattern)
3. Employee default — fallback (available or unavailable)

This allows employees to override their recurring patterns for specific dates.