--- title: "Add Future Recurring Availability" slug: "add-future-recurring-availability" description: "Add a future recurring availability record that stays pending until its start date, then automatically replaces the current pattern." status: "update" updated: 2026-10-27T18:34:57Z published: 2026-10-28T08:30:09Z canonical: "docs.restaurant365.com/add-future-recurring-availability" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Add Future Recurring Availability 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](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). --- ## Navigation ****Navigation Menu**** 1. Select **Workforce** from the left navigation rail. 2. Expand the **Employees** category. 3. Select **Employees**. 4. Select the **row** for the desired employee. 5. Select the **Availability tab**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AUME1IEO.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) ****Search**** Navigate to employee records with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **employee’s** **name** or **email address** in the global search bar. 2. Select the employee from the results list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) --- ## 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T1I1XRAC.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) **2) Set the **Start Date** to the date when the new recurring availability pattern takes effect.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QXTI6ME9.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) **3) **Leave the End Date field blank.**** > [!WARNING] > **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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QS8WJRX1.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) **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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-26XCN875.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) - 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. > [!NOTE] > The trash can icon removes custom hours for a single day within this availability. It does not delete the entire availability group. - 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. - 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. > [!WARNING] > **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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KLZ5K1N3.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) **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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MR2XLFJF.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A25Z&se=2026-11-05T00%3A31%3A25Z&sr=c&sp=r&sig=de3SF7tyeOFl8tFa2YfwQmodLIM4LgvumpLEwDNSkpg%3D) 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.