Weekly Preferences

Staff can be allowed to provide their upcoming availability themselves without a manager approval process. This is done using weekly preferences found under My Account > My Availability > Weekly Preferences.

Staff are provided with a view of a week (or multiple weeks) and can mark, on the current week's view, the times/days they cannot work. To mark a whole day as unavailable, click the day of the week. Weekly preferences only affect new shifts and do not change existing shifts. 

Weekly Preferences sets how many different weeks of preferences staff are stored. This can range between 1 -12 weeks.

*Weekly Preferences Reporting with remembered preferences disabled. 
With rolling preferences disabled, shift availability reports will now display the contract default availability when searching for availability beyond the current weekly preference weeks.

When the preferences are updated, a historical snapshot will be saved. The system will save a snapshot of the new preferences after changes have been made.

Viewing availability

Once availability has been set you can view staff member's availability several ways which we will explore.

Reporting on availability

The first way, is by running an Availability report which will then consider all of the information and create a map of all staff's availability using your weekly preferences and contract rules. For more information you can view our article on availability reports here.

Viewing availability on your schedule

You now also have the option to view staff member's availability on Shifts > Manage Shift Schedule. 

Under this page, you can display or hide each staff member’s availability. If displayed, hovering over a staff member with good availability will show a green bar. If there are times when the staff member has suggested they are not available, the bar will come up as orange, giving you a clear visual reminder of availability when scrolling through.

The system then looks at their holiday, absences, booked absences, planned holiday, and availability and stores the information in a database to pull it up here.