Unavailability

How staff mark unavailability and how admins view, manage, and respond to it.

What is unavailability?

Unavailability is a date and time range during which a staff member cannot work. It might be annual leave, a medical appointment, a personal commitment, or anything else.

When a staff member is unavailable, admins see visual warnings before rostering them during that time — preventing accidental double-booking.

For staff — marking yourself unavailable

From My Schedule

1. Go to My Schedule (in the sidebar or the bottom nav on mobile)
2. Click Mark unavailable
3. Set the start date/time and end date/time
4. Add an optional note explaining the reason (e.g. “Annual leave”, “Doctor’s appointment”)
5. Click Save

Your unavailability is immediately visible to your admin.

Editing or removing unavailability

Find the record in your My Schedule view and click the Edit or Delete button on it.

For admins — viewing unavailability

During rostering

When you drag a staff member onto a shift and they’re unavailable during that time:

• An amber hatched band appears over the unavailable time on the Gantt timeline
• A conflict warning dialog appears before the assignment is saved
• You can choose to proceed anyway (for example, for a voluntary shift) or cancel

A warning dot on the staff chip in the sidebar means they have at least one conflict in the current period.

The Availability page

Go to Availability in the sidebar to see all upcoming unavailability records across your entire team in one table.

You can:

• Filter by staff member using the dropdown
• Toggle “Show past” to see historical records
• Add unavailability on behalf of a staff member (useful when they call in sick)
• Edit any existing record
• Delete any record
• Message a staff member directly from their row

Adding unavailability for a staff member

Useful when a staff member calls in sick or requests leave verbally:

1. Click Add
2. Choose the staff member from the dropdown
3. Set the start and end date/time
4. Add a note if needed
5. Click Add

Tips

• Unavailability is checked in real time during drag-and-drop — you don’t need to check a separate list before rostering
• The note field is a good place to record the reason for future reference
• If you have a staff member who is unavailable long-term, record it once with a wide date range rather than multiple short entries