By default, Rota & Time Clock assumes employees are available to work at all times. You can add periods of unavailability or work preferences to help you build rotas that match your employees' availability.
Add or update an employee's availability
Go to HR > Employees
Select the employee
Select Availability from the sub menu
Choose the period you want to edit
Click '+' under to the relevant date(s)
Enter the availability details:
Unavailability or prefers to work
Time range or all day
Apply preferences to other days or the whole week
Click Create to save the details
If needed, set:
Recurrence
End date
Preferred number of working hours per week
Notes
Click Save
Important: If you create availability without an end date, it will replace all future availability from that point onwards. If you need to add multiple availability periods, create them in chronological order, starting with the earliest.
Set recurring availability (optional)
You can choose whether the availability:
Doesn't repeat
Repeats weekly
Repeats every two weeks
Uses another recurring pattern
You can also:
Set a minimum and maximum number of hours the employee would like to work each week
Add an end date for recurring availability
Enable work preferences
By default, employees can only submit unavailability. To allow them to also submit their preferred working times:
Go to Settings
Open Scheduling
Enable Employees can specify work time preferences
Work preferences are displayed in green and help you schedule employees during their preferred hours where possible.
View availability in the rota
Availability is displayed directly in the rota to help you schedule at a glance:
Red line – Employee is unavailable
Green line – Preferred working time
No line – Employee is available
Switch to Day view or open the Shift window to see the exact availability times for each employee.
If employee's have submitted their preferred number of working hours, here's our guide on how you can see this from the Rota.