Availability allows Frontline Workers to request and manage leave, with approvals recorded against the Work Hours Calendar. This feature provides accurate tracking of resource availability, promoting efficient scheduling, planning, and visibility on the Roster calendar.
To configure Availability, create the Availability Types and Availability Statuses to match your specific needs.
.png)
Create Availability Types
Availability Types can be associated with a Shift Type to apply the relevant Shift Colour, enhancing visibility on the Roster Calendar.
Navigate to PowerRoster App > Settings > Select Availability Types.
Select +New.
.png)
Fill in the required fields and Save.
Field
Description
*Name
Enter the Name of the Availability Type
*Availability Type
Select the relevant type;
Available – used when the Frontline Worker would like to be scheduled for work, e.g. would like to be scheduled overtime if available.
Unavailable – used when the Frontline Worker should not be allocated a shift, e.g. leave,
Shift Type
Assigning a specific Shift Type to an Availability Type ensures that any RPIs created from this Availability will have the associated Shift Type. This association allows Leave RPIs to be displayed in different colours on the Roster Calendar (e.g., 'Leave Roster' vs 'Show External') and also serves reporting purposes.
See Configuration Data – Shift Types for more details.
Description
Add a description for the Availability Type
Example
In the example below, if the Availability Type "Available" indicates on the Roster that the Frontline Worker is available but not performing their usual shift as per the Shift Pattern. For example, Training can be categorised under this type as shown below.
.png)
The Availability Type "Unavailable" indicates that the Frontline Worker cannot be reached. Examples of Unavailable types include Vacation, Jury Duty, and Parental Leave as shown below.
.png)
Create Availability Statuses
Availability Statuses define the current state of an Availability or Leave Request. The system should have at least three statuses configured.
Navigate to PowerRoster App > Settings > Select Availability Statuses.
Select +New from the command bar.
.png)
Fill in the required fields and Save.
Field
Description
*Name
Enter the Name of the Availability Status
*Type
Select the relevant type from:
Pending,
Approved,
Cancelled
Note: One Availability Status must be created for each type.
Colour Code
Description
Add a description for the Availability Status
Example Availability Statuses:
.png)
In this example, two “Pending” Availability Statuses have been configured, allowing for a “Draft” Availability to be created, before progressing to Pending to be reviewed.
Draft: when resources set the availability status to Draft Status.
Pending: indicates that the Resource has requested Availability or Leave.
Cancelled: indicates that the request has been cancelled.
Approved: displays on the Work Hours Calendar/Roster Calendar once the Availability or Leave Request is approved.
Important
PowerRoster App Settings affect the default behaviour of Availability, for more information see App Setting