To make the labor scheduling process more efficient, the Employee Availability tab will allow a manager at the employee’s primary location to restrict that employee’s availability by identifying the times of each weekday (in 15-minute increments) when the employee would prefer to be scheduled, is available to be scheduled (not preferred), or is not available be scheduled.
An authorized user can set up a "Default" availability grid for an employee, as well as create customized grids for particular work weeks. If an employee has an availability grid for a specific work week, then the labor schedules will recognize that week’s availability. Otherwise, it will refer to the employee’s "Default" availability.
An employee’s availability will be referenced by labor schedules at the employee’s primary location and at any other location where the employee may be scheduled to work. Employee Availability is NOT location-specific; the application does not allow the user to designate an employee’s availability as "Preferred" at certain locations and as "Not Available" at other locations. Employee Availability is optional setup; by default, labor schedules will consider the Employee "Available/Not Preferred" for scheduling at any time on any day.
Note: This screen is not available for Cruise Lines.
If you are creating a new employee, skip to step 3.
- From the Labor menu, click Employee Maintenance.
- Under Actions, click the Edit link for the desired employee record.
- Click the Employee Availability tab. The availability grid displays the times of each weekday in 15-minute increments (squares), noted by the starting time for that segment. Each square is currently clear, indicating that the employee is "Available/Not Preferred" at any time on any day.
- To define an employee’s availability for a specific weekly period, select the desired Week Ending date from the drop-down. Otherwise, any selections made will define the employee’s "Default" availability. (Each week ending date listed in the drop-down will be noted as using the "(Default)" availability until the settings are changed and saved for that week.)
- Select the Availability option to apply to the grid, as follows:
- Preferred (the default selection) will turn a square in the grid to Blue to indicate that the employee prefers to be scheduled during that time. (Labor schedules can use this setting to auto-assign shifts to employees when the user chooses this function.)
- Not Available will turn a square in the grid to Red to indicate that the employee should not be scheduled during that time.
- Available/Not Preferred will clear any square in the grid, to indicate that the employee is available but has no preference to be scheduled during that time.
- Click a square in the grid to apply the selected Availability option. To apply the same setting to multiple squares at the same time, users have the following options:
- Hold down the SHIFT key, click one square and then click another square to select all squares in between – this works across and down at the same time. Note that clicking a square a second time does not undo the action; to change the option applied, select another Availability option, then click the square again.
- Click the "Day" at the top of a column to apply the setting to the whole day.
- Click the "Time" to the left of a row to apply the setting to that time frame for every day.
- Continue applying different Availability options as needed.
- When ready, click the Disk (Save) iconn in the tab header OR, if necessary click the O (Undo Edits) icon to reverse ALL of your recent changes.
- If necessary, click on any other tab as needed to configure settings on that tab. If not, skip to the next step. (See the links below for more information.)
- When finished, click the Disk (Save) icon, then click the X (Close) icon.