Level 4: Tell Us When You Can Work

Level 4: Staff Availability is where you tell your organization when you can and can't work. This ensures the roster reflects your real constraints.

What's Availability?

Availability is when you're able to work. You set it by indicating:

• When you're generally available (e.g., "I can work Monday–Friday")
• When you're NOT available (e.g., "I can't work Sundays")
• Leave requests (e.g., "I'm on vacation July 1–7")

Why It Matters

Your availability directly affects your roster. If you don't set it:

• You might be rostered during times you can't work
• Your leave requests might be denied
• You could be assigned to your least-preferred shifts

Setting availability is your chance to communicate your constraints.

How to Set Your Availability

Step 1: Go to Level 4

Screenshot placeholder: Staff member's Level 4 availability screen

1. Click Level 4: Staff Availability
2. You'll see a calendar and availability form

Step 2: Set Your Recurring Constraints

Recurring constraints are permanent (or seasonal) times you can't work:

Example: "I can't work Sundays"

1. Click the "Unavailable" section
2. Select "Every Sunday"
3. Click Save

Example: "I can't work after 6pm (I pick up kids)"

1. Click "Time constraints"
2. Select "Unavailable after 6pm Mon–Fri"
3. Click Save

Step 3: Request Leave

One-time absences are leave requests:

Example: "I'm on vacation July 1–7"

1. Click Request Leave
2. Select the dates
3. Enter reason (optional)
4. Click Submit

Your admin will approve or suggest alternative dates.

Step 4: Set Preferences (Optional)

Some systems allow soft preferences:

• "I prefer morning shifts over evenings"
• "I'd rather not work consecutive nights"

These are preferences, not hard rules—your admin tries to honor them but might not always be able to.

Step 5: Submit

Once you've entered all constraints and leave:

1. Review your entries
2. Click Submit Availability
3. Wait for admin approval

Common Constraints

Hard Constraints (Can't Work)

• "Unavailable Sundays" — I can't work that day
• "Unavailable 5–8pm" — I have a course/commitment
• "Unavailable July 1–7" — On vacation
• "Unavailable Mon–Thu" — I only work Fri–Sun

Soft Preferences (Try to Avoid)

• "Prefer morning shifts"
• "Prefer not to work 3+ consecutive nights"
• "Prefer no shifts after 6pm Mon–Wed"

Key Rules

• Set availability ASAP: Don't wait until the deadline
• Be accurate: Incorrect availability leads to rostering problems
• Update when circumstances change: If you go on a course, update ASAP
• Leave requests need approval: Submit early; don't assume approval
• Check regularly: Your admin might need clarification

FAQ

Q: What if I'm available for everything?
A: Just click Submit—no constraints needed.

Q: Can I change my availability after submitting?
A: Yes. Click Edit before it's locked. Once the roster is published, you can request swaps instead.

Q: What if my leave is declined?
A: Your admin will explain why. You can discuss alternatives or appeal.

Q: Can I set preferences instead of hard constraints?
A: Depend on your organization. Some orgs allow soft preferences; some only accept hard constraints.

Q: When does my availability take effect?
A: Once your admin approves it, it applies to the next roster published.

Get Help

• I'm not sure what to submit: Ask your manager or admin for guidance
• My leave was declined: Contact your admin to discuss
• I submitted but nothing changed: Your admin might still be reviewing; check back in a few days

Next Steps

1. ✅ Set your availability (hard constraints)
2. ✅ Request any leave you need
3. ✅ Review and submit
4. ✅ Wait for admin approval
5. ✅ Read Level 5: Your Published Roster to see your final shifts

Remember: The more accurate your availability, the better your final roster will be!