In Beta
This feature is in beta. Contact your CSM to learn more.
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.
Security
Users must have the following permission to add future availability for an employee:
Labor → Employees → Schedule →
Edit Schedule Availability
Manage Schedule Availability
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
Navigation Menu
Select Workforce from the left navigation rail.
Expand the Employees category.
Select Employees.
Select the row for the desired employee.
Select the Availability tab.
Search
Navigate to employee records with the R365 global search bar:
Enter all or part of the employee’s name or email address in the global search bar.
Select the employee from the results list.
Add Future Recurring Availability
To add future recurring availability, navigate to the Availability tab. Then, follow these steps:
Click steps to expand for additional information and images.
1) Click Add Availability. This will open an editable availability section.
2) Set the Start Date to the date when the new recurring availability pattern takes effect.
3) Leave the End Date field blank.
A blank End Date creates a recurring availability record. Entering any date in the End Date field creates a temporary availability override that expires on that date. When temporary availability expires, the employee's availability reverts to the previous recurring pattern.
4) Configure availability for each day. Select Set hours on a day to set specific start and end times. Click Add time slot to add additional custom hours to a day.
Toggle a day on to mark a day as available;
Toggle a day off to mark a day as unavailable.
To set specific hours when the employee is available, click Set Hours next to the day.
In the custom hours fields, enter the start time in the first field and end time in the second field.
Time entries must use 30-minute increments (1:00, 1:30, 2:00, etc.).
To remove custom hours from a day, click the trash can icon next to the time fields.
The trash can icon removes custom hours for a single day within this availability. It does not delete the entire availability group.
To set additional time slot hours on a day, click Add time slot. This will add up to two additional time slots to configure for a single 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.
5) Optionally, enter a note in the Comment field at the bottom of the card.
6) Click Done to save the availability.
Shift Conflict Check
The system checks for scheduled shifts that conflict with the new availability. If conflicts exist, a dialog lists the affected shifts.
The system automatically approves the new availability. The availability appears as a Future Recurring Availability card on the tab with the configured start date. The current recurring availability remains active until the start date of the new availability.