In order to create a schedule it is helpful to know who is available, and when.
If you have this feature enabled, team members can submit their availability through their profile, either in the app or the web version. They can also indicate how many days in a specific week they wish to work. You can view the team availability only as an 'Admin', or if you have the role of 'Manager'.
Options for availability
➡️ Navigate to 'Team availability' under 'Planning'.
When submitting their availability, team members have three options:
Green: Available all day
Red: Unavailable all day
Orange: Unavailable at a specific time
If someone is on leave, you will see a purple dot. A blue dot means the team member is scheduled to work a shift that day. If you go over the coloured dots with your mouse, a written status will appear.
Team members can also enter the desired number of shifts (days) they'd like to work that week. You can find this information in the planning. The system counts days, not shifts - so two shifts on the same day are counted as one. If you go over that number in one week, it will turn red in the shift window:
Availability on the schedule
How does this show on the schedule? In the planning, you find information that will help you schedule, and choose the right team member for a shift.
If you are on the page planning per team, check under the 'Show' button if availability is enabled. You will see an overview of the available and unavailable team members per day. You can drag them to a shift.
If you are on the page planning per team member, check under the 'Show' button if availability status is enabled. You see the availability of a team member for each day of the week, or when someone is on leave or sick.
⚠️ Note: If someone is unavailable, you can still schedule them, but the shift will show that there is a conflict.
Furthermore, on top by the dates, you can see whether this functionality is open or closed. If this information does not show, go to the 'Show' button to activate it. If it says 'availability varies', this means there are multiple venues that do not all have the same status.
Good to know: 'Admins' and 'Managers' can overrule the availability settings, both for themselves and for others. Learn more about these 'roles' here.
These are the basics regarding availability in Eitje. There is a lot more that you can do with it. For example, you can set up an automatic deadline (auto-close), so that the period for team members to submit their availability will close automatically.
You can also set up a minimum staffing. This determines how many team members you need at least per team per day. With this setting, you avoid having too few team members available on a specific day.
Read everything about availability in the manuals.