--- title: "Add Temporary Availability" slug: "add-temporary-availability" description: "Add a temporary availability override for an employee with start/end dates, available days, and custom hours in 30-minute increments." status: "update" updated: 2026-10-27T18:35:06Z published: 2026-10-28T08:30:09Z canonical: "docs.restaurant365.com/add-temporary-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 Temporary Availability 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](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-1C53JW3D.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%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%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) --- ## 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.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M8R607PI.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) **2) Enter a **Start Date.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J6ZZ32C7.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) **3) Enter an **End Date**. Both dates are required for a temporary availability record. .** > [!WARNING] > Required Field > > Enter an end date to create temporary availability. Leaving this field blank creates future recurring availability instead. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-52STOJYQ.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) > [!NOTE] > 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HCYIJTFS.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%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) ***Optional***: Enter a **comment**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YJL7XBMX.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) **6) Select **Done** to save the record.** > [!NOTE] > 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-5PGCWPRB.png?sv=2026-02-06&spr=https&st=2026-11-04T23%3A31%3A24Z&se=2026-11-05T00%3A31%3A24Z&sr=c&sp=r&sig=YAj1FOw9ltyzy%2BVlj%2BZeni%2BjUH85CvZygsGaxKUupjA%3D) The temporary availability record takes effect on the start date and displays an **Active** status. The system automatically approves changes made through this workflow.