HS: How to Submit Availability Changes for an Employee

Overview

Managers can update an employee's availability from the Staff List in HotSchedules. Availability can be set for an entire day or for specific times and can have a future effective date.

Employees can have multiple availability sets with different effective dates, allowing availability to change as schedules or other commitments change.

Update an Employee's Availability

1. Open the employee's profile

From the Staff tab:

1. Select Staff List.
2. Locate the employee.
3. Select the employee's name.
4. Select AVAILABILITY/THRESHOLDS.

Fig. 1 — Availability/Thresholds

2. Add a new availability set

In the Availability section, select the Add (+) icon.

Enter the following:

• Effective Date — Select the date the new availability should begin. To make the change effective immediately, select today's date.
• Reason for Change — Enter the reason for the availability update.

Fig. 2 — Add a new availability set

3. Set the employee's availability

Update the days and times for the new availability set.

• Select a weekday to mark the entire day as unavailable.
• Select and drag across the schedule to mark a specific time range as unavailable.
• Review each day to make sure the employee's available and unavailable times are correct.

Fig. 3 — Employee availability

4. Update schedule thresholds, if applicable

If Employee Schedule Thresholds are available, enter the applicable minimum or maximum values for:

• Days scheduled in a week
• Hours scheduled in a week
• Hours scheduled in a day
• Hours between scheduled shifts

Note: Employee Schedule Thresholds may not be available to all users. Contact your administrator if you need assistance with these settings.

5. Save the availability set

Review the availability settings, and then select SAVE.

Manage Availability Sets

An employee can have up to four availability sets. Each availability set becomes active based on its effective date.

When a new availability set becomes active, the previous set becomes inactive.

To remove a pending availability set, select the X on the availability date.

Fig. 4 — Availability sets