Team Availability

Overview 
 The Team Availability feature allows managers and supervisors to view and manage employee availability from one centralized screen. Managers can review availability across the team, make availability changes when required, and approve or reject individual or multiple availability slots. 
 Team Availability provides visibility into employee availability, working hours, approval status, and staffing coverage, helping managers make informed scheduling decisions. 
 
 Team Availability Screen 
 The Team Availability screen provides a consolidated view of availability for multiple employees. 
 Managers can review each employee's availability by day, time, availability type, and approval status. 
 Key Information 
 
 Employee — The team member associated with the availability. 
 Day — The day for which availability is configured. 
 Availability Type — Shows whether the employee is Available or Unavailable. 
 Working Hours — Displays the configured start and end time. 
 Status — Shows the current availability status. 
 Expand / Collapse — Allows managers to view or hide an employee's availability details. 
 
 Availability Status 
 
 
 
 Status 
 Meaning 
 
 
 
 
 Draft 
 Availability has been created but has not been submitted for review. 
 
 
 Pending 
 Availability has been submitted and is waiting for manager action. 
 
 
 Approved 
 The availability has been approved and can be considered during scheduling. 
 
 
 Rejected 
 The availability has been rejected and may require changes. 
 
 
 
 Team Availability List 
 The team availability list allows managers to review multiple employees and their availability from one screen. 
 
 
 
 
 
 Managers can expand an employee to view their individual availability slots and take actions on each slot. 
 
 Manage Employee Availability 
 Managers can manage availability directly from the Team Availability screen. 
 Available actions include: 
 
 Add Availability — Create a new availability slot for an employee. 
 Update Availability — Edit an existing availability slot. 
 Delete Availability — Remove an availability slot when it is no longer required. 
 Approve Availability — Approve an individual pending slot. 
 Reject Availability — Reject an individual pending slot. 
 Approve All — Approve all applicable pending slots at once. 
 Reject All — Reject all applicable pending slots at once. 
 
 Create and Update Availability 
 Managers can create a new availability entry or update an existing employee availability entry. 
 
 
 
 
 
 
 Create Availability 
 Create a new availability slot by selecting the day, availability type, and working hours.
 
 
 
 
 
 
 
 Update Availability 
 Update an existing availability slot by changing the availability type or working hours.
 
 
 
 Create Availability 
 Managers can add availability for an employee when a new availability slot is required. 
 Steps 
 
 Select the employee. 
 Select the day. 
 Select Available or Unavailable . 
 Enable All Day if applicable. 
 Enter the Start Time and End Time . 
 Select Submit . 
 
 Update Availability 
 Managers can edit an existing availability slot when an employee's availability changes. 
 Steps 
 
 Select the employee's availability slot. 
 Select Edit . 
 Update the availability type or working hours. 
 Select Update to save the changes. 
 
 
 Note: Managers can also delete an availability slot when it is no longer required. 
 
 
 Approve and Reject Availability 
 Managers can review pending availability slots and take action individually or in bulk. 
 Individual Approval or Rejection 
 Each availability slot can be reviewed independently. 
 Managers can: 
 
 Select Approve to approve the individual availability slot. 
 Select Reject to reject the individual availability slot. 
 
 Once an action is completed, the slot status is updated accordingly. 
 Bulk Approval or Rejection 
 Managers can also process multiple availability slots at once. 
 
 Approve All — Approves all applicable pending availability slots. 
 Reject All — Rejects all applicable pending availability slots. 
 
 A confirmation message is displayed before processing the bulk action. 
 
 
 
 
 
---
 Manager Availability Workflow 
 The manager workflow is: 
 View Team Availability → Review Employee Slots → Add / Update / Delete → Approve or Reject → Availability Updated 
 Individual Approval 
 Pending → Manager Reviews → Approve → Approved 
 Individual Rejection 
 Pending → Manager Reviews → Reject → Rejected 
 Bulk Approval 
 Pending Slots → Approve All → Confirmation → All Applicable Slots Approved 
 Bulk Rejection 
 Pending Slots → Reject All → Confirmation → All Applicable Slots Rejected 
 
 Using Team Availability for Scheduling 
 Team Availability is used as a reference when creating employee schedules. 
 Managers can use approved availability to: 
 
 Assign shifts to employees who are available. 
 Avoid assigning shifts during unavailable periods. 
 Identify employees who can cover staffing requirements. 
 Identify staffing gaps. 
 Balance shifts across available employees. 
 Reduce scheduling conflicts. 
 
 
 Note: Team Availability does not automatically create or assign a work shift. Managers use approved availability when building the schedule. 
 
 
 Availability Updates 
 When an employee changes their availability, the updated information is reflected in Team Availability according to the availability approval workflow. 
 Managers can review the change and approve or reject it as required. 
 If a manager directly updates an employee's availability, the updated information is saved according to the system's availability rules. 
 
 Important Notes 
 
 Team Availability provides managers with a consolidated view of employee availability. 
 Managers can add, update, and delete employee availability slots. 
 Managers can approve or reject individual availability slots. 
 Managers can use Approve All or Reject All to process multiple applicable pending slots. 
 Approved availability should be used as the primary reference when planning schedules. 
 Employee availability does not automatically create a work shift. 
 Availability may continue to apply to future scheduling periods until it is changed. 
 Managers should review recent availability changes before creating or publishing schedules.