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Supervisor Availability

Karishma Updated by Karishma

Overview

Availability is an Employee Self Service feature associated with T&A Rostering. It allows you to define your availability for work each day.

If you have permission, you can access the Availability feature from the menu in the drop-down Header pane. It can also be accessed from the Menu and Shortcuts widgets which may be displayed on your Dashboard.

Your Availability for the current week will be displayed in a calendar format. For example:

In the default view for a week, the date range is at the top, each column represents a day of the week and each row is a period of time. In the example above, each row is in intervals of 60 minutes and from Monday to Friday their Availability is from 9:30 - 17:30 which is represented by the green blocks also known as Availability bands.

Moving the cursor over an Availability band reveals a tool-tip displaying the details of the time period you are available for. For example:

You can add, copy, delete or find out further information about your Availability for a single day or over a certain date range by clicking and highlighting the day(s) and more details will appear in the right-hand pane.

Note: You can only add, copy or delete Availability after a cut-off day set by your system administrator. The default cut-off day is the current date but it can be changed to any day after the cut-off day.  

You are able to change the layout and what is displayed in the calendar using the options in the left-hand pane.

When you Add your availability, you have the option to be available 'All day'. If this option is selected, the Availability band will appear in the top row of a day to represent a full day of availability. For example:

Note: you can change your availability so that you are available all day and every day by default. This can be set as a preference and your Availability page will differ from the previous examples. This preference will only be available to you if it has been set-up by the T&A Implementers. The example below is from the 'Week' layout with the preference set for you to always be available:

The Availability bands in the top row represent a full day of availability. You can still highlight certain periods of time after the cut-off day to delete your availability when you are unavailable.

Add availability

You can add a new availability or extend an existing availability on the selected day(s) after the cut-off day. When you click on Add in the Details pane, a new page opens up with the selected days information pre-populating the page. For example:

  • Day — the day the Availability will apply to
  • Active — a checked box means the day has been selected to Add an Availability to
  • All day — a checked box means you will be made available all day
  • Start time — the time you are available from
  • End time — the time you are available until
  • Date range — the Start date and End date you wish to apply the Add an Availability to. For example, if Monday was checked as 'Active' and the date range covered an entire month, the availability will be applied to every Monday of that month.

Click  Apply  to submit the changes and return to an updated Availability page or click Cancel to return to the Availability page.

Quick add

The 'Quick add' action in the Details pane allows you to add Availability after the cut-off day using a Start and End time and a Start and End date. The example below makes you available from 9:30 am on the 5th October to 17:30 pm on the 6th October:

Click  Apply  to submit the changes and return to an updated Availability page or click Cancel to return to the Availability page.

Delete Availability

You can delete an existing availability on selected days after the cut-off day. When you click on Delete in the Details pane, a new page opens up with the selected days information pre-populating the page. For example:

  • Day — the day the Availability will be deleted
  • Active — a checked box means the day has been selected to Delete an Availability from
  • All day — a checked box means all Availability that day will be deleted
  • Start time — the starting time of the Availability you wish to delete
  • End time — the ending time of the Availability you wish to delete
  • Date range — the Start date and End date you wish to apply the Delete an Availability to. For example, if Monday was checked as 'Active' and the date range covered an entire month, the availability will be deleted from every Monday of that month.

Click  Delete  to permanently remove the Availability and return to the updated Availability page.

Alternatively, click Cancel to abort the deletion and return to the Availability page.

Quick delete

The 'Quick delete' action in the Details pane allows you to delete Availability using a Start and End time and a Start and End date. The example below deletes or truncates all Availability between 9:30 am on the 5th October to 17:30 am on the 6th October:

Copy Availability

You can copy existing availabilities and copy them to a different date range after the cut-off day. When you click on Copy in the Details pane, a new page opens up with the selected days information pre-populating the page. For example:

  • Copy from date range — the availability between the selected Start date and End date will be copied
  • Copy to date range — the Availabilities that were copied will be added between the selected Start date and End date
  • Copy to days — the copied Availabilities will only be added to the days that have been checked

Click  Submit  to copy the Availabilities to the selected date range and return to the updated Availability page.

Alternatively, click Cancel to abort and return to the Availability page.

Availability details 

Click on a day to select it. You may also select a block of days by clicking on the first day and dragging the cursor to the end day. The selection will be highlighted with a light blue background and further details of what is happening in the date range are displayed in the right-hand Details pane. Below is an example of two dates being highlighted:

  • Availability — a number of actions are available:
  • Add — you can add a new availability or extend an existing availability to a selected date range.
  • Copy — you can copy availabilities from a date range and copy to a different date range.
  • Delete — you can delete availabilities over a selected date range.
  • Quick add — a simplified way to add a new availability or extend an existing availability on the selected day(s).
  • Quick delete — a simplified way to delete an existing availability on the selected day(s).
  • Date range — displays the date range of what has been selected
  • Details — further details of the Availability of the selected day(s) in order of dates
  • Availability — colour coded block with the time period you are available for
  • Delete — deletes your Availability

If nothing has been selected from Availabilities, 'Nothing to display' is shown in the right-hand pane. For example:

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