The Availability feature allows you to record when staff are available to work, either for specific dates or as recurring patterns. This makes it easier for schedulers to match shifts to staff who are ready and able to work.
This article outlines the steps for:
Adding One-Off Availability
Use this process to mark a staff member as available 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 'Available' in the Availability Type section.
Click 'Select Staff' and choose the staff member from the dropdown list.
A list of existing availability entries for that staff member will be displayed. Click ‘Remove’ to delete the availability entry. Please note that if the entry is a recurring series, removing it will delete all entries in that series.
Click 'Add Availability' to add an entry.
Select the date on which the staff member will be available. If the staff member is available for only part of the day, enter the start and end times. You can add multiple time slots if needed.
Toggle 'All Day' if the staff member is available the entire day.
Review the Summary section, which displays a breakdown of the entry. Click 'Save' to confirm the entry.
Adding Recurring Availability
Recurring availability helps automate a staff member's schedule for repeated patterns of availability (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 'Available' in the Availability Type section.
Click 'Select Staff' and choose the staff member from the dropdown list.
A list of existing availability entries for that staff member will be displayed. Click ‘Remove’ to delete the availability entry. Please note that if the entry is a recurring series, removing it will delete all entries in that series.
Click 'Add Availability' to add an entry.
Select the date on which the staff member will be available. If the staff member is available for only part of the day, enter the start and end times. You can add multiple time slots if needed.
Toggle 'All Day' if the staff member is available the entire day.
Tick the 'Repeat' checkbox to enable recurrence.
Click on the 'Recurrence' dropdown menu. You can choose to repeat your availability:
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.
Review the Summary section, which displays a breakdown of the entry. Click 'Save' to confirm the entry.
Scheduler and Staff Calendar Views
Once an availability record is saved:
Hover over the green 'View Availability' text under the staff member’s name in the Staff View of the Scheduler to see their available times in a floating calendar.
Availability tiles will appear in the Staff Calendar to help quickly identify when staff are available.
Clicking an 'All Day Available' tile opens the 'Add Shift' drawer with default start and end times pre-filled.
Clicking a tile with specific available times opens the 'Add Shift' drawer with the available times already entered in the Time & Location section.
Read this guide to learn how to manage availability from the mobile app.
Read this guide to learn how to manage unavailability from the mobile app.
Read this guide to learn how to manage unavailability using the Scheduler.
For further assistance with Managing Availability 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.