Availability Management FAQ
Quick answers to common questions about setting and managing employee availability preferences and constraints.
Updated: January 17, 2025
What is availability management?
Availability management is the system that tracks when employees are able and willing to work. It includes preferred hours, blackout dates, maximum weekly hours, and other scheduling preferences that help create better schedules for everyone.
How do I set my availability preferences?
To update your availability:
- Go to Profile → Availability Preferences
- Set your preferred hours for each day of the week
- Add blackout dates when you’re completely unavailable
- Set maximum weekly hours you want to work
- Choose preferred locations if you work multiple sites
- Save your preferences
Your preferences will be considered when managers create schedules.
What’s the difference between preferred hours and blackout dates?
Preferred Hours:
- Times you prefer to work but can be flexible
- Managers can still schedule you outside these hours if needed
- Shown as “preferred” in the scheduling system
- Help optimize schedules for employee satisfaction
Blackout Dates:
- Times you are completely unavailable
- System will warn managers if they try to schedule you
- Used for vacations, appointments, other commitments
- Should be used sparingly for true unavailability
Can I set different availability for different days?
Yes! You can customize availability for each day of the week:
- Monday-Friday: Set regular weekday availability
- Weekends: Different hours for Saturday and Sunday
- Specific days: Override general patterns for particular days
- Rotating patterns: Set up alternating weekly patterns
- Seasonal changes: Update availability for different times of year
The system is flexible to accommodate various work-life balance needs.
How far in advance should I update my availability?
Recommended timing:
- Regular changes: Update at least 2 weeks in advance
- Vacation/time off: Submit 3-4 weeks ahead when possible
- Permanent changes: Update as soon as you know
- Emergency changes: Contact your manager directly
Early updates help managers create better schedules and reduce conflicts.
What happens if I’m scheduled outside my availability?
When scheduled outside your preferred availability:
- Yellow warning: Manager will see a caution but can proceed
- Notification: You’ll receive a notice about the scheduling conflict
- Discussion opportunity: You can discuss the conflict with your manager
- Possible solutions: Manager may find alternative coverage or adjust the shift
For blackout dates, the system strongly discourages scheduling and requires manager override.
Can I request changes to shifts that conflict with my availability?
Yes, you have several options:
- Shift swap request: Find a coworker to trade shifts with
- Coverage request: Ask someone to cover your shift
- Availability update: Update your ongoing availability preferences
- Manager discussion: Talk directly with your manager about the conflict
The system tracks these requests and helps facilitate solutions.
How do managers use my availability information?
Managers use availability data to:
- Optimize schedules - Create schedules that work for everyone
- Avoid conflicts - Reduce scheduling issues before they happen
- Plan coverage - Ensure adequate staffing during preferred hours
- Respect preferences - Balance business needs with employee preferences
- Identify patterns - Spot trends in team availability
Good availability data leads to better schedules for everyone.
Can I set temporary availability changes?
Yes! You can make temporary adjustments:
Temporary changes:
- Vacation periods - Block out time for planned time off
- School schedules - Adjust for semester changes
- Family commitments - Handle temporary caregiving needs
- Second job schedules - Accommodate other work commitments
How to set temporary changes:
- Go to your availability preferences
- Select “Add temporary change”
- Choose date range and new availability
- Add notes explaining the change
- Save and notify your manager
What should I do if my availability changes permanently?
For permanent availability changes:
- Update your preferences as soon as possible
- Notify your manager about the change and reasons
- Discuss transition period if immediate changes aren’t possible
- Be flexible during the adjustment period
- Follow up to ensure schedules reflect your new availability
Common reasons for permanent changes include new family responsibilities, education schedules, or transportation changes.
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