Team Management•5 min read

Managing Availability

Help employees set when they can work, and use availability data to create better schedules.

What is Availability?

Availability tells managers when employees are able to work. It's different from time-off requests:

📅

Availability

  • • Recurring weekly pattern
  • • "I can work Mon-Fri, 8am-6pm"
  • • Sets general availability
  • • Used by AI scheduling
🏖️

Time-Off Request

  • • Specific dates
  • • "I need Dec 24-26 off"
  • • One-time exception
  • • Requires approval

For Employees: Setting Your Availability

  1. 1

    Open your Profile

    Tap your profile icon, then go to "Availability"

  2. 2

    Select each day

    Tap on a day to set your available hours

    Monday8:00 AM - 6:00 PM
    Tuesday8:00 AM - 6:00 PM
    Wednesday8:00 AM - 6:00 PM
    ThursdayNot Available
    Friday12:00 PM - 8:00 PM
    SaturdayAll Day
    SundayNot Available
  3. 3

    Set preferred hours

    Optionally specify how many hours per week you'd like to work

    Min:20 hrs
    Max:40 hrs
  4. 4

    Save your availability

    Your manager will see this when creating schedules

💡

Keep It Updated

Update your availability whenever your schedule constraints change (new class, childcare changes, etc.)

Availability Types

✓

Available

Can be scheduled during these hours. AI will prioritize these times.

?

Preferred Not To

Would rather not work, but can if needed. AI uses as last resort.

✗

Not Available

Cannot work during these times. Will not be scheduled here.

For Managers: Using Availability

📊 View Team Availability

See everyone's availability at a glance:

  1. 1. Go to Schedule → Team View
  2. 2. Toggle "Show Availability" on
  3. 3. Available times are highlighted in green

✨ AI Uses Availability

When using AI auto-fill:

  • • Employees are only assigned during available times
  • • Preferred not to times are used only if needed
  • • Not available times are never assigned

⚠️ Conflict Warnings

If you manually schedule outside availability:

  • • Yellow warning for "preferred not to" times
  • • Red warning for "not available" times
  • • You can override, but should confirm with the employee

Team Availability Settings

Configure how availability works in Team Settings → Availability:

Require availability submission

Employees must set availability before scheduling

Availability change deadline

How far in advance changes must be made

Manager approval required

Availability changes need manager approval

Block scheduling outside availability

Prevent assigning shifts when not available

Temporary Availability Changes

Need to change availability for just one week? Use temporary overrides:

  1. 1Go to Profile → Availability
  2. 2Click "Add Temporary Override"
  3. 3Select the date range
  4. 4Set the special availability for those dates
  5. 5After the dates pass, normal availability resumes

Related Articles

🏖️Requesting time off
✨How AI uses availability

Need help with availability?

Contact Support