To avoid team members changing their availability last-minute, you can use the deadline (auto-close) settings. This determines when team members can submit their availability, and when not.
Configure the deadline (auto-close)
There are two ways to access these settings:
Use 'Planning' in the main menu to navigate to 'Team availability'. On the top right you find a button 'Settings'.
Use the menu icon in the top right corner of Eitje and go to 'Venue settings'. Here you find the option 'Availability'.
On the left, you find 'Deadline (auto-close)'. Activate this feature by using the toggle.
These settings offer the following options:
For how many days/weeks/months will you create schedules: For the same period this will close the availability submission feature.
When do you want to create schedules: how long in advance do you want to close the option to submit or change availability?
How far ahead can team members submit their availability? You could decide to not restrict this by setting it to 'always', or add a restriction of a certain number of weeks.
From when? Here you can set a date by which you want these settings to take effect.
To understand the effect of your settings, check the blue field on top of the window:
On the 'team availability' page, in the top left corner, it also shows for which timeframe this is currently open:
Set a reminder
On the left, navigate to 'Reminder' under 'Deadline (auto-close). You can set up a reminder for team member to submit their availability before it closes.
⚠️ Note: Team members will not receive a push notification as a reminder. They will only see a notification when they open the app.
Example of a deadline (auto-close)
The above will all become clearer by showing you an example. We try to achieve the following:
Availability closes per 1 week.
Availability always closes on a Wednesday, 2 weeks in advance.
Team members cannot submit their availability for more than 4 weeks in the future.
➡️ Every Wednesday the availability closes for two weeks later. Team members can then no longer submit their availability for one week. They can also not submit availability for more than 4 weeks ahead.
Because in this example 4 weeks ahead are always open for submission, every Wednesday a new week in the future automatically opens. That's how team members can always submit their availability for a period of 4 weeks.
On top of that, team members receive a reminder in the app 3 days before the submission deadline automatically closes:
