In Beta
This feature is in beta. Contact your CSM to learn more.
Adding a temporary availability record defines an employee's availability for a specific date range. Temporary records take priority over the active recurring record for the dates they cover.
Security
Users must have the following permission to add temporary availability for an employee:
Labor → Employees → Schedule →
View 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 Temporary Availability
To add temporary availability for an employee, navigate to the Employee record Availability tab. Then, follow these steps:
Click steps to expand for additional information and images.
1) Locate and click Add Availability.
2) Enter a Start Date.
3) Enter an End Date. Both dates are required for a temporary availability record. .
Required Field
Enter an end date to create temporary availability. Leaving this field blank creates future recurring availability instead.
The day list on the availability card displays only days of the week that fall within the selected date range. A short range (Monday-Wednesday only) shows only those days; a range spanning a full week or more shows all seven days.
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 up to two additional time slots for a single 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) Optional: Enter a comment.
6) Select Done to save the record.
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 temporary availability record takes effect on the start date and displays an Active status. The system automatically approves changes made through this workflow.