Why is this important?
Managing employees' availability enables you to create optimized schedules, taking into account the periods when they are available or unavailable.
With the Smart Planner option, employee availabilities can be taken into account when creating schedules. Find out more about the Smart Planner option.
In this article, “availabilities” also includes employee unavailabilities.
How do I make and accept an availability request?
To make an availability request
From the mobile application :
Click on the Requests logo at the bottom of the screen.
Select Availabilities.
Click on the + at bottom right to enter a new request.
From the online space :
Click on the arrow next to the initials at top right.
Select My requests.
Click on Add availability.
Types of requests :
Exceptional: Availability or unavailability for a specific day.
Recurring: Availability or unavailability every week, on the same day and at the same time.
Requests are proposed as exceptional by default.
For a recurring request:
Mobile application: Uncheck the exceptional request button.
Online area: Select the Recurring tab.
The employee indicates :
Availability or unavailability.
Date, start time and end time of slot.
The request must be approved or rejected by the manager, who receives notification by e-mail and on the application.
How do I accept an availability request?
On the application :
Go to the Requests > Pending tab.
On the online space :
Click on the arrow next to the initials in the top right-hand corner.
Select My requests.
The manager can consult, validate or refuse pending requests.
A validated request can be refused at a later date, and vice versa.
How do I enter employee availabilities?
As a manager, you can enter your employees' availability/unavailability without them needing to request it.
From the employee's file: Click on the Availabilities button.
Add an availability :
Choose recurring or exceptional availability.
Indicate availability or unavailability.
Enter the date, day and time slot concerned.
Click on Validate.
Availability can be modified or deleted at any time by clicking on the icon. Several availabilities or unavailabilities can be entered for the same day.
How do I view availabilities on the schedule?
Once entered or accepted, employees' availabilities are displayed on the schedule to facilitate the creation of shifts.
Availabilities are shown in green and unavailabilities in red.
Availabilities are for information purposes only and do not constrain the creation of shifts. It is always possible to schedule work or absence shifts within the visible availability periods.
When a new shift is created, employees' availabilities are indicated for information purposes. Availability is indicated by a green or red triangle in the top right-hand corner of the shift.