Availability & Time Off - Settings

You can enable or disable the ability for workers to submit Availability & Time Off requests. For details on where workers can submit these requests, refer to the Availability & Time Off section. To adjust your Availability settings, follow these steps:

1. Navigate to Configuration.
2. Go to Settings.
3. Select Worker Interaction.
4. Click on Availability.

Here, you can manage and update the settings related to worker availability and time off. In this area, you have three options to configure your Availability settings:

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Availability System Active

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Enable

Turns on the availability system, allowing workers to submit their availability. You can also view who has matching availability when scheduling. You can override this if needed, by scheduling workers who do not match the availability.

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Disable

Workers cannot submit their availability, and the availability calendar will be removed from their home screen.

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Restrict Sign-Ups and Requests Based on Availability

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Enable

Enforces the availability system. Workers will only be able to see and sign up for or request shifts that match their availability. Workers who have not input any availability will also be restricted.

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Disable

Puts the availability system into non-enforcing mode. Workers can still use the availability calendar but are allowed to see and sign up for or request shifts that do not match their availability.

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Stop Sign-Up Bot from Contacting Workers Without Matching Availability

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Enable

Sign-Up Bot will not contact workers who do not have matching availability in their calendar or who have not input any availability at all. 9.

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Disable

Sign-Up Bot will continue to contact workers regardless of whether their availability matches or if they have not used the availability calendar. These settings help you manage how availability is used and enforced within your scheduling system.

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Troubleshooting Availability Issues

If you or your workers are unable to see shifts, follow these troubleshooting steps to ensure the availability system is functioning correctly:

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Test the System

1. Enable the Availability System.
2. Create Sample Shifts.
3. Enter Sample Dates in the availability calendar.
4. Check Visibility: Verify if the sample shifts are visible based on the entered availability.

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Common Issues and Solutions

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Assumed Shift Length

If using the Multiple Shifts Per Day option, check the assumed shift length. If end times are not specified, the system assumes a shift length based on this setting. Adjust the assumed shift length if shifts are too long for workers to be considered available.

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Incorrect Dates and Times in the Availability Calendar

Ensure workers have input availability for the entire duration of each shift. Availability must cover 100% of the shift length to be considered.

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Check Shift Start and End Times

Verify that shift start and end times match the worker’s availability. Common issues include shifts starting too early or ending too late.

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Verify Skillsets

Ensure the worker has the required skillsets for the shift.

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Time Off Requests

Check if the worker has any pending or approved time off requests.

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Conflicting Shifts

Confirm that the worker is not scheduled for another shift that overlaps, even partially.

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Multiple Shifts Per Day

If the worker is already on a shift during the day, they may not be available for additional shifts unless the Multiple Shifts per Day option is enabled.

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Additional Notes

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System Recommendations

It’s generally not recommended to use the availability system unless it meets specific needs. If a worker hasn’t submitted availability, the system assumes they are available.

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Time Off Settings

Adjust Time Off settings by navigating to Configuration → Settings → Worker Interaction → Time Off Requests. If Time Off Requests is turned on, workers can submit time off requests through their Worker Calendar. If turned off, workers will need to contact HR to submit requests. By following these steps, you can diagnose and address issues with the availability system to ensure proper functionality. Please see Time Off Manager for more information on approving, and denying requests. If you have any questions or want to learn how to get more from your Roosted account, please contact your Client Support Specialist or get in touch with our support team through support@roostedhr.com 👻