ShiftCare allows the management of a staff member’s unavailability directly from the Scheduler. You can record both one-off and recurring unavailability entries, ensuring accurate visibility of staff availability when planning shifts.
This article outlines the steps for:
Adding One-Off Unavailability
Use this process to mark a staff member as unavailable for a single date or time slot.
In the Scheduler, click the three vertical dots (⋮) in the top-left corner of the screen and select 'Manage Availability' from the dropdown menu.
In the drawer that appears, click 'Unavailable' in the Availability Type section.
Click 'Select Staff' and choose the staff member from the dropdown list.
A list of existing unavailability entries for that staff member will be displayed. Click ‘Remove’ to delete the unavailability entry. Please note that if the entry is a recurring series, removing it will delete all entries in that series. Click 'Add Unavailability' to add an entry.
Select the date on which the staff member will be unavailable. If the staff member is unavailable for part of the day, enter the start and end time. You can add multiple time slots if needed. Toggle 'All Day' if the staff member is unavailable for the entire day.
Enter the reason for unavailability (required).
Review the Summary section, which displays a breakdown of the entry. Click 'Save' to confirm the unavailability.
Adding Recurring Unavailability
Recurring unavailability helps automate a staff member's schedule for repeated patterns of unavailability (e.g., every Monday or the 15th of each month).
In the Scheduler, click the three vertical dots (⋮) in the top-left corner of the screen and select 'Manage Availability' from the dropdown menu.
In the drawer that appears, click 'Unavailable' in the Availability Type section.
Click 'Select Staff' and choose the staff member from the dropdown list.
A list of existing unavailability entries for that staff member will be displayed. Click ‘Remove’ to delete the unavailability entry. Please note that if the entry is a recurring series, removing it will delete all entries in that series. Click 'Add Unavailability' to add an entry.
Select the start date on which the staff member will be unavailable. If the staff member is unavailable for part of the day, enter the start and end time. You can add multiple time slots if needed. Toggle 'All Day' if the staff member is unavailable for the entire day.
Tick the 'Repeat' checkbox to enable recurrence.
Click on the 'Recurrence' dropdown menu. You can choose to repeat your unavailability:
Daily: Repeat every 1 to 10 days
Weekly: Repeat every 1 to 10 weeks, with the option to select certain days of the week (e.g., Mon, Wed, Fri every week)
Monthly: Repeat every 1 to 3 months on a chosen day (e.g., the 15th of every month)
Set an end date for the repeating pattern. This can be set up to 1 year from the start date.
Enter the reason for unavailability (required).
Review the Summary section, which displays a breakdown of the entry. Click 'Save' to confirm the unavailability.
Scheduler View and Shift Warnings
Once an unavailability record is saved:
A notice of unavailability will appear in the staff member’s row in the Staff View of the Scheduler, helping you quickly identify when a staff member is not available.
You can click on the unavailability tile to see more details about the entry or decline the unavailability. Clicking 'Decline' removes the unavailability. If it's part of a recurring series, only the chosen day will be declined.
If a staff member is assigned to a shift during their unavailable period, a warning pop-up will appear when the shift is created. This notification helps avoid accidental rostering conflicts.
Note: Staff unavailability cannot be scheduled within the configured notice period (unavailability notice period). This setting can be adjusted by navigating to Account > Settings > Time and Attendance.
Coming Soon: The ability to add unavailability within the notice period is on the way. Stay tuned!
Frequently Asked Questions (FAQs)
How can I view the calendar to see which staff have applied for leave?
If you’re on the Basic, Professional, or Premium plan, you can view staff leave (unavailability) using the following options:
Scheduler (recommended) The Scheduler provides an overview of all shifts, staff leave, and unavailability in one place.
Staff’s individual calendar
Go to Staff > List
Select the staff member’s name
Open the Calendar tab
This view shows the staff member’s leave or unavailability, including the availability they’ve submitted.
Further Reading
Read this guide to learn how to manage unavailability from the mobile app.
Read this guide to learn how to manage availability using the Scheduler.
Read this guide to learn how to manage availability from the mobile app.
For further assistance with Managing Unavailability from the Scheduler, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.