Maintain (Add & Edit) Employee Availability for Work

Maintain (Add & Edit) Employee Availability for Work

Introduction
One of the most important parts of running a business is understanding which of your employees are able/unable to work at any given time. In ClickTime, admins and supervisors have the ability to manage employee daily availabilities & unavailability for work. This feature allows for precise scheduling. 
and generates a visual indication in your schedule, giving you an easy way of understanding who can be scheduled and who cannot.



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.




Via the ClickTime App

  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.

Review and Approval
  1. Once an employee submits their availability request, the admin or supervisor receives a notification.
  2. The request remains in a 'Pending' status until it's actioned by the admin or supervisor.
  3. Admins/supervisors can review the request, make adjustments if necessary, and then approve or decline it.

Watch the video below to learn how to approve an availability request submitted by an employee through the ClickTime app.



Current & Future Availability 
  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

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

Scheduler Warning & Alerts
  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.

Flexibility for Employees
  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.



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