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My Availability ​

Manage when you're available to work.

Overview ​

My Availability lets you communicate when you can and cannot work. Set your regular weekly availability, indicate preferred times, and request time off. Help your managers schedule you effectively by keeping your availability up-to-date.

Accessing My Availability ​

Navigate to My Shifts & Availability > My Availability

My Availability View

Setting Availability ​

Regular Availability ​

Define your typical weekly pattern:

Weekly Grid View

  • 7-day week display
  • Hourly time slots
  • Visual selection
  • Color-coded status
  • Save patterns

Availability Status

Available - Green

  • You can work these times
  • Schedulable periods
  • Preferred for shifts

Unavailable - Red

  • Cannot work these times
  • Do not schedule
  • Hard restrictions

Preferred - Blue

  • Ideal work times
  • Happy to work
  • First choice for scheduling

Maybe - Amber

  • Can work if needed
  • Not ideal but possible
  • Backup availability

Any - No restriction

  • Fully flexible
  • Schedule as needed
  • Maximum flexibility

Setting Up Your Schedule ​

Method 1: Click and Drag

  1. Click on time slot
  2. Drag across times/days
  3. Release to apply
  4. Choose status
  5. Save changes

Method 2: Day Selection

  1. Select entire day
  2. Click availability status
  3. Applied to full day
  4. Repeat for other days
  5. Save pattern

Method 3: Time Ranges

  1. Select day
  2. Enter start time
  3. Enter end time
  4. Choose status
  5. Add to schedule

Repeating Patterns ​

Set consistent schedule:

Common Patterns

Weekday Availability

  • Monday-Friday: 9 AM - 5 PM
  • Weekends: Unavailable
  • Regular work pattern

Weekend Availability

  • Monday-Friday: Unavailable
  • Saturday-Sunday: All day
  • Weekend worker

Split Shift

  • Morning: 7 AM - 12 PM
  • Afternoon: 5 PM - 10 PM
  • Gap in middle

Rotating Schedule

  • Week 1 pattern
  • Week 2 pattern
  • Alternating availability
  • Regular rotation

Student Schedule

  • Class times: Unavailable
  • Evenings: Available
  • Weekends: Preferred
  • School year pattern

Temporary Changes ​

One-Time Adjustments ​

Override regular pattern:

Specific Date Changes

  1. Click on specific date
  2. Adjust availability
  3. Different from usual
  4. One-day override
  5. Save changes

Date Range Changes

  1. Select start date
  2. Select end date
  3. Set availability
  4. Temporary override
  5. Returns to normal after

Time-Off Requests ​

Request days off:

Creating Request

  1. Go to Request Time Off
  2. Select dates
  3. Choose type:
    • Vacation/Annual leave
    • Personal day
    • Medical appointment
    • Family commitment
    • Study/Exam
    • Other reason
  4. Add notes (optional)
  5. Submit request

Request Status

  • Pending - Awaiting manager approval
  • Approved - Time off confirmed
  • Denied - Request rejected (with reason)
  • Cancelled - You withdrew request

Holiday Periods ​

Plan vacation time:

Advance Notice

  • Major holidays: 4-8 weeks
  • Long vacations: 6-12 weeks
  • Weekends: 2-4 weeks
  • Single days: 1-2 weeks

Peak Periods

  • Limit on time off
  • First-come basis
  • Advanced planning critical
  • Blackout dates possible
  • Fair rotation

Availability Calendar ​

Calendar View ​

Visual availability display:

Monthly Overview

  • Color-coded days
  • Availability status
  • Requested time off
  • Scheduled shifts
  • Notes/events

Weekly Detail

  • Hour-by-hour view
  • Daily patterns
  • Shift overlays
  • Availability gaps
  • Optimization suggestions

Managing Conflicts ​

Scheduling Conflicts

  • Shift scheduled when unavailable
  • Automatic warning
  • Manager notification
  • Resolve quickly
  • Update availability

Double-Booking

  • Multiple commitments
  • Personal calendar conflicts

My Availability Management

  • External obligations
  • Communication essential

Preferences ​

Shift Preferences ​

Indicate preferences:

Days of Week

  • Preferred days
  • Avoid certain days
  • Flexible days
  • Weekend preference
  • Equal rotation request

Times of Day

  • Morning shifts
  • Afternoon shifts
  • Evening shifts
  • Night shifts
  • Opening/closing preference

Shift Duration

  • Preferred length
  • Minimum hours
  • Maximum hours
  • Consecutive days
  • Break between shifts

Roles

  • Primary role
  • Willing to do
  • Not interested in
  • Need training for
  • Specialty skills

Working Hours ​

Set your limits:

Weekly Hours

  • Minimum hours desired
  • Maximum hours willing
  • Target hours ideal
  • Overtime acceptance
  • Flexibility level

Daily Hours

  • Minimum shift length
  • Maximum shift length
  • Preferred duration
  • Break requirements
  • Stamina considerations

Consecutive Days

  • Maximum days in row
  • Required rest days
  • Weekend frequency
  • Day off preferences

Multiple Venues ​

Multi-Location Availability ​

If working multiple venues:

Venue-Specific Availability

  • Different for each venue
  • Distance considerations
  • Travel time required
  • Venue preferences
  • Willing to travel

Travel Preferences

  • Maximum travel distance
  • Travel time limits
  • Transportation available
  • Expense considerations
  • Preferred locations

Notifications ​

Availability Notifications ​

Stay informed:

Alerts Received

  • Schedule conflicts detected
  • Shift assigned when unavailable
  • Time-off request status
  • Manager override notification
  • Availability reminder

Response Required

  • Confirm availability
  • Resolve conflicts
  • Update information
  • Acknowledge changes

Contract & Employment ​

Contracted Hours ​

If contracted:

Minimum Hours

  • Guaranteed hours
  • Must be available
  • Core availability
  • Legal minimum
  • Contract terms

Maximum Hours

  • Legal limits
  • Health & safety
  • Rest requirements
  • Overtime rules
  • Compliance

Employment Type ​

Full-Time

  • Regular schedule
  • Consistent hours
  • Standard availability
  • Fixed pattern

Part-Time

  • Reduced hours
  • Flexible availability
  • Variable schedule
  • Supplemental income

Casual/Zero-Hours

  • Complete flexibility
  • No guaranteed hours
  • On-demand availability
  • Accept/decline shifts

Student Worker

  • Limited hours
  • Study priority
  • Flexible scheduling
  • School calendar coordination

Manager Communication ​

Availability Changes ​

Communicate changes:

Advance Notice

  • Permanent changes: 4 weeks
  • Temporary changes: 2 weeks
  • Emergency change: ASAP
  • Regular updates: Seasonal

Change Process

  1. Update availability system
  2. Notify manager
  3. Explain reason (if major)
  4. Plan transition
  5. Confirm receipt

Availability Meetings ​

Regular reviews:

Topics Discussed

  • Current availability
  • Schedule satisfaction
  • Hour needs
  • Preference changes
  • Career goals
  • Training opportunities

Frequency

  • Initial: Setup meeting
  • Regular: Quarterly
  • As needed: Anytime
  • Annual: Performance review

Best Practices ​

Keeping Availability Current ​

  1. Update Immediately - Don't delay changes
  2. Plan Ahead - Think about upcoming commitments
  3. Be Realistic - Don't over-commit
  4. Be Honest - Accurate information helps everyone
  5. Check Regularly - Review monthly

Maximizing Your Shifts ​

  1. Wide Availability - More options for scheduling
  2. Flexibility - Adjust when possible
  3. Reliability - Honor your availability
  4. Communication - Explain constraints
  5. Positive Attitude - Willing to help

Professional Approach ​

  1. Respect Deadlines - Submit time-off early
  2. Understand Business - Peak times need coverage
  3. Team Player - Consider others' needs
  4. Reasonable Requests - Balance personal and work
  5. Advance Planning - Look ahead

Work-Life Balance ​

  1. Set Boundaries - Protect personal time
  2. Self-Care - Rest and recovery time
  3. Plan Ahead - Schedule important events
  4. Communicate Needs - Be open with managers
  5. Stay Flexible - Help in emergencies

Common Scenarios ​

Going on Vacation ​

Steps:

  1. Check time-off entitlement
  2. Request time off (4-8 weeks ahead)
  3. Update availability
  4. Await approval
  5. Confirm before booking
  6. Enjoy your vacation!

Starting School/University ​

Steps:

  1. Get class schedule
  2. Update regular availability
  3. Mark class times unavailable
  4. Set exam periods
  5. Communicate plans
  6. Consider study time needs

Taking Another Job ​

Steps:

  1. Review employment contract
  2. Update availability
  3. Be transparent with manager
  4. Ensure no conflicts
  5. Honor commitments
  6. Maintain professionalism

Medical Appointment ​

Steps:

  1. Request specific time off
  2. Provide notice (1-2 weeks ideal)
  3. Submit documentation (if required)
  4. Confirm approval
  5. Reminder to colleagues
  6. Attend appointment

Family Emergency ​

Steps:

  1. Communicate immediately
  2. Explain situation
  3. Request necessary time
  4. Keep manager updated
  5. Provide return estimate
  6. Documentation if needed

Mobile App ​

Mobile Availability ​

Manage on-the-go:

Features

  • View availability
  • Make quick changes
  • Request time off
  • Respond to shift offers
  • Set preferences
  • Notifications

Quick Actions

  • Mark day unavailable
  • Accept shift offer
  • Decline shift
  • Request swap
  • Update status

Reporting ​

Your Availability Report ​

View your patterns:

Metrics Shown

  • Total available hours/week
  • Unavailable periods
  • Pending requests
  • Time off taken
  • Time off remaining
  • Scheduled vs available ratio

Analysis

  • Availability trends
  • Scheduling efficiency
  • Hours worked vs offered
  • Peak availability times
  • Common unavailable periods

Privacy & Rights ​

Your Rights ​

Employment Rights

  • Reasonable scheduling
  • Rest periods required
  • Maximum hours limits
  • Notice of schedule
  • Time-off entitlements

Data Privacy

  • Availability data secure
  • Access controlled
  • Used for scheduling only
  • Not shared externally
  • GDPR compliant

Unreasonable Requests ​

You can decline:

  • Excessive hours
  • Insufficient rest
  • Unsafe conditions
  • Discrimination
  • Harassment via scheduling
  • Retaliation through shifts

Contact HR or management if concerns.

Troubleshooting ​

Changes Not Saving ​

If updates don't work:

  • Check internet connection
  • Refresh page
  • Try different browser
  • Clear cache
  • Check permissions
  • Contact support

Scheduled When Unavailable ​

If shifts conflict:

  • Check your availability settings
  • Verify dates correct
  • Contact manager immediately
  • Request shift change
  • Document the conflict
  • Resolve quickly

Time-Off Request Issues ​

Problems with requests:

  • Check you have entitlement
  • Verify notice period met
  • Confirm blackout periods
  • Review rejection reason
  • Discuss with manager
  • Plan alternative dates

App Not Syncing ​

Sync problems:

  • Check internet connection
  • Force close and reopen app
  • Update to latest version
  • Log out and back in
  • Reinstall app if needed
  • Contact support

Support ​

Need help with availability?

Keep It Current

Update your availability as soon as plans change. Accurate availability means better schedules for everyone!