In ClickTime Australia, managing employee availability ensures rosters are accurate, compliant, and free from scheduling conflicts. By keeping availability up to date, managers can assign shifts that align with staff work hours, avoid double‑booking, and maintain operational efficiency. Availability can be added when onboarding a new employee, updated as work patterns change, or maintained regularly to reflect leave, part‑time arrangements, or seasonal adjustments. This guide explains how to add, edit, and maintain employee availability so your scheduling process remains smooth, transparent, and fair for both staff and management.

Admin/Superior Management

1. Admins and supervisors can manage employee availability preferences on behalf of their employees.
2. They have the ability to adjust and save these preferences as needed.
3. By default, all employees are considered available to work on all days of the week and at all times of the day.
4. If an employee has never submitted an availability request before, the system will consider the employee as available for all days.
   

Adding Employee Availability (Creating and Modifying Availability) from the employees screen

1. Navigate to the employee screen.

2. Right-click on the employee or click on the actions dropdown and select the "Employee Availability".

3. If the employee has submitted an availability request via the ClickTime app, it will appear under the [Pending] tab. Click on the availability request card to view the employee's availability request, including the days and times they have marked as available for work.

4. You can then approve, decline, or adjust the days if needed, and then approve the request. Once approved, it will move to the Approved tab.

5. If the employee has not submitted an availability request, they will be displayed as available for all days of the week under the Approved tab. 

6. At any later stage, the admin/supervisor can adjust and modify the employee's availability as required, and then save the changes.

1. Employees can submit their availability preferences directly through the ClickTime mobile app.
   
2. They can specify their preferred workdays and times using the app interface. See this video tutorial on how employees submit their availability.
   

Employees can submit their availability directly through the ClickTime mobile app. Once submitted, the request enters a Pending state until it is reviewed by a designated supervisor or manager.

Supervisors and managers have the flexibility to:

• View submitted availability requests

• Modify requested days and times if needed (rather than rejecting and asking the employee to resubmit)

• Approve or Decline the request based on operational needs

This streamlined process helps reduce back-and-forth and ensures availability is accurately captured.

Scheduler Integration & Conflict Warnings

Once approved, the employee’s availability is:

• Displayed on the ClickTime Scheduler screen, allowing supervisors and schedulers to visually reference availability during shift planning

• Monitored for conflicts: If a scheduler attempts to assign a shift that overlaps with approved availability, the system will issue a conflict warning. However, schedulers retain the ability to override this warning and proceed with the assignment if necessary.

Notification & Assignment Logic

When an employee submits an availability request, the system automatically:

1. Sends email and push notifications to the employee’s direct supervisor

2. Assigns the request to any supervisor or manager linked to the employee

3. Handles contractor logic:

   • If the employee is classified as a contractor, their availability request is automatically routed to their assigned supervisor, who must meet the following criteria:

     • Is a contracted user defined in the Users/Permissions screen

     • Is linked to the same contracting company as the employee
       

     • If no supervisor is defined for the contractor within the Users/Permissions screen, the request is escalated to the System Administrator

1. At present, administrators/supervisors have the flexibility to adjust an employee's current availability as needed and save the changes. Additionally, they can set the adjusted availability to take effect on a future date. If this action is performed by an administrator/supervisor via the web application, the employee will be considered available for all days until the effective date specified takes effect and becomes active.
   

1. If you wish to retain the employee's current availability while also adding future availability effective from a specified date, you can request the employee to submit an availability request with a future effective date via the ClickTime app. Once submitted and approved by the supervisor, the employee will have two availability profiles: current and future
   

1. Approved availability requests are reflected on the scheduler screen.
2. This allows the rostering team to consider employee availability when preparing schedules.
   

1. If a supervisor attempts to roster an employee during their unavailable time, the system issues a warning alert.
2. The supervisor has the option to override this warning and proceed with scheduling if needed.
   

1. Employees have the flexibility to update their availability preferences at any time in the future.
2. They can submit another request through the ClickTime app to reflect any changes in their availability.