This article is part of the Employee Training for R365 Scheduling and the R365 Red App. Click here for more information about R365 Scheduling Employee Training.
Employees submit availability changes from the My availability screen in the R365 App. For changes that only apply to a specific date range, employees submit a temporary availability request. All submitted requests require manager approval before taking effect.
Recurring Availability - Recurring availability sets an employee's weekly schedule starting on a selected date, with no end date. Once approved, it remains in effect until a manager approves a new availability request.
Temporary Availability - Temporary availability sets an employee's weekly schedule for a defined date range. The Temporary Availability option requires both a start date and an end date. At the end of the date range, the previous recurring availability resumes automatically.
The employee availability updates—including temporary/recurring availability requests and multi-segment availability—are in beta. Reach out to your CSM for more information.
How to add or edit availability
To add or change weekly availability follow these steps:
Click steps to expand for additional information and images.
1) Navigate to My availability screen from the bottom tab bar More menu
Access the My availability screen from the My requests screen by tapping the Create button and selecting Availability.
2) If there are no availability records available, tap the Create button. To edit an existing recurring availability, tap the edit button on the availability record.
Editing the Current Recurring Availability Record
Editing the current recurring availability record updates an employee's active availability schedule. Changes take effect immediately.
Start date is locked for active records
The start date of an active recurring record cannot be changed. To change when the recurring schedule takes effect, delete the record and add a new one with the correct start date.
3) On the first availability request, by default, users will be available all day each day, but this can be edited as needed. When a new availability request is created, it will start with the current availability.
4) Select the start date for the availability.
The start date should be a future date. Selecting a past date will result in an automatic denial.
Adding a Future Recurring Availability Record
Adding a future recurring availability record schedules a new open-ended availability schedule to take effect on a future date. The current active recurring record remains in effect until the new record's start date.
One Upcoming Recurring Record at a Time
An employee can have one active recurring record and one upcoming recurring record at a time. To schedule a different future recurring record, delete the existing upcoming record first.
5) Select an end date for the availability. For temporary availability, select a date. For recurring availability, leave this selector blank.
6) Select the days and time of availability for each date.
When a day is toggled on, it indicates availability on that day. All days are defaulted to All Day. To set a time for specific date, tap the Set hours button. Then, select a start and end time. Times are available in 30-minute increments from 12:00am to 11:30pm. Tap Add time slot to add a second or third time segment for the day. Up to three segments can be set per day.
The employee availability updates—including temporary/recurring availability requests and multi-segment availability—are in beta. Reach out to your CSM for more information.
When a day is toggled off, it indicates that you are not available to work on that day.
Important Note Overlapping and Adjacent Time Slots
If two time slots on the same day overlap, a Time overlaps. error appears when the record is saved. Remove or adjust the conflicting segment before saving.
Adjacent time slots that share a boundary are merged automatically on save. For example, a segment ending at 12:00pm and a segment starting at 12:00pm on the same day are saved as a single continuous segment.
Tapping the Start or End buttons will open the time selector.
7) Enter any comments if needed, This is where employees can give context to their availability submissions.
8) Tap Submit Request to send the availability changes for manager approval.
10) Users will receive a notification that the request has been submitted.
The pending request will now show on the My availability screen with a status of Pending approval.
The employee's availability will not change officially until it has received an approval.
The submitted request appears as Pending Approval on the My Availability page until a manager reviews it. Once approved, the availability becomes Active on the effective start date. If the start date is in the future, it first appears as Upcoming. After the end date passes, the previous recurring availability resumes automatically.
Availability Request Status
Pending availability requests will appear on the My availability screen. However, statuses of all scheduling requests, including those denied, will be listed in the Outgoing tab of the My requests screen.
Request Details Screen
Managers can see Tapping an availability request will open the Request details screen. This screen shows the details about the availability as well as the request status.
Users can also tap Cancel request to cancel the request.
Manager Approval
Once a manager approves the availability change, the employee availability will be updated in the R365 App, and the unavailable times will be listed on the manager view of the calendar.
If the availability change is denied, the availability will not be updated.