In our previous article we introduced managing staff absences but In this article we are going to discuss how you can create and manage Staff Availability and the formatting options available to you.
Setting up Staff Availability Preferences
To get started setting up Staff Availability you will want to go to System > Venues > Manage Venues.
Then pick your Venue and click on Edit Venue > Shift Configuration > Staff Availability.
From here you can begin customising the fields available.
Once you are on the Staff Availability Panel you can start customising which features you would like to put in place as default when managing what staff members can put in for their Availability Preferences.
This sets how many different weeks of preferences staff are stored. This can range between 1 -12 weeks.
Start Date for Preferences
Select a date for the series of weeks to start. The weeks will repeat forever from this date. We'll change this date to the nearest Monday.
Level of Detail
This option asks you how precise do you want to allow staff to set their availability to in minute increments. The system allows this range to be hourly, by 30 minute increments or 15 minute increments.
Maximum Reserved Hours
You will then be asked how many hours each staff can ask not to work each week (max 168).
You can also choose to enforce a gap between reserved hours to prevent abuse of the reserved hours limit by adding one block of reserved time every few hours. These gaps are measured by increasing blocks of time.
Show Week Numbers
Another option, if you have multiple weeks, you can choose to include the week 'number' as a label.
This is helpful if it matches other schedules that use weeks or you simply want to label the weeks. The numbers will repeat once you reach the last week.
Staff Choice of Hours
You can also allow staff to choose the hours they would like to work each week between their contract's expected hours and general limit.
You can choose to enable the system to remember the hours staff asked not to work last time so they only need to make changes. This is useful for regular staff members with regular external commitments.
Lock Weekly Preferences
If you choose this option it will prevent staff based at this venue from editing their weekly preferences once set.
Finally, as a manager you can set reserved hours that staff can't reserve themselves. Select the hours that your staff can reserve. Green means they can reserve these hours if requested. Red means they will always be available. Changes will only apply the next time your staff change their reserved hours.
Availability Report with quick mode
Weekly Availability Report allows you to choose the duration to view (anything from a single day to a full month). You are also able to choose a specific start date rather than a fixed week view.
The role selection is multiple choice which will show each role down the page and allow staff to be displayed in multiple roles at once.
This report also has two levels of detail; the original complex level that will look at contract limits, rest periods and more for every hour (and is very slow) and a new faster option to get general availability.
This general availability will look at contract dates, required documents, work eligibility documents, booked holiday, planned absences, availability preferences and planned shifts. It is designed to provide a quick and easy view of general availability across the team.
View your Changes
Once you have finished click Save Changes. You can view upcoming Availability by generating an Availability Report under Weekly Availability Reports.
To view a specific Staff Members Availability you can go to the Staff Member's profile and check under the availability tab and view their upcoming availability and work preferences.
Staff Members can set these preferences under their profile under My Availability.