---
title: "Manage Employee Availability"
url: "https://help.celayix.com/en/article/manage-employee-availability"
language: "en"
last_updated: "2026-08-18T15:48:50.495Z"
---

# Manage Employee Availability

View and manage employee availability to support accurate scheduling and shift assignment.

**Employee Availability** allows you to track when employees are available to work and use that information when creating schedules. In **Schedule Xpress**, availability can be submitted by employees through [**Team Xpress**](https://help.celayix.com/en/article/team-xpress-overview) or managed directly by administrators. This helps ensure schedules are built using accurate availability information while providing flexibility to update and maintain availability records as needed.

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### Access Employee Availability

**Employee Availability** can be managed through individual employee profiles in [**Manage People**](https://help.celayix.com/en/article/manage-people-overview).

To enable this feature, navigate to:

**Settings → Branch Defaults →** [**Employee Form**](https://help.celayix.com/en/article/configure-employee-form)

Ensure **Availability** is selected under [**Employee** **Form Section Visibility**](https://help.celayix.com/en/article/configure-employee-form#employee-form-sections-visibility).

Once enabled, the **Availability** section will appear within each employee profile.

![](https://cdn-assets.productfruits.com/ee532423-2636-4ba1-ba4f-bfdd7a0fb112)

  

  

  

  

  

  

  

  

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## View Availability Records

In the employee profile, use the **Availability** section to view submitted records.

-   Select a date range (up to 90 days)
-   Records are displayed in reverse chronological order

You can review records submitted through Team Xpress or those created by admins.

![](https://cdn-assets.productfruits.com/839b448e-3575-4d70-8b3b-e7925804d852)

  

  

  

  

  

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## Add Availability for Employees

To create an availability record on behalf of an employee:

1.  Open the employee profile in **Manage People**.
2.  Click **Edit Employee** in the top-right corner.
3.  Navigate to the **Availability** section.
4.  Click **Add Availability**.
5.  Complete the required fields.
6.  Click **Save**.

When creating an availability record, you can define the following:

-   **Date Range** – Sets the start and end dates for when the availability applies.
-   **Time (or All Day)** – Defines the specific hours the employee is available to work or marks the entire day as available.
-   **Recurrence Pattern or Continuous Duration** – **Recurrence Pattern** repeats the availability on selected days each week, while **Continuous Duration** applies the availability continuously throughout the defined date range. You can switch between these options depending on your scheduling requirements.
-   **Availability Type** – Defines the type of availability being recorded, such as available or unavailable.
-   **Services (Roles)** – Specifies which **Services** or roles the availability applies to.
-   **Sites** – Defines the **Sites** where the employee is available to work.

![](https://cdn-assets.productfruits.com/9a9c6fa4-6d95-4026-8b28-fb47f8bf6a3f)

  

  

  

  

  

  

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## Edit, Clone, or Delete Records

Availability records can be updated at any time.

Use the available options to:

-   **Edit an existing record**
-   **Clone a record**
-   **Delete a record**

See the images below.

**Edit Availability:**

![](https://cdn-assets.productfruits.com/2d800318-47d2-435e-9f40-f44d4c024a49)

  

  

  

  

**Clone Availability:**

![](https://cdn-assets.productfruits.com/eb305c2e-052e-43cd-afc2-601bfc7451be)

  

  

  

  

**Delete Availability:**

![](https://cdn-assets.productfruits.com/720959ea-69ab-4e98-a37b-c7df3896fc2c)

  

  

  

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## View Availability in the Schedule

To display **Availability** in the **Schedule**, click the **Settings** cog and select an employee-centric layout that includes **Employee ID** and **Employee Name** within the **Row Header** options.

Once enabled, employee availability records will be displayed directly within the schedule, making it easier to view availability alongside scheduled shifts.

![](https://cdn-assets.productfruits.com/49af02e0-2e26-4bac-81a4-ed372e1372a1)

  

  

  

  

  

  

  

To display **Availability** in the **Schedule**, click the **Settings** cog and select an employee-centric layout that includes **Employee ID** and **Employee Name** within the **Row Header** options.

Under **Row Header Options**, ensure **Employee Availability** is selected.

![](https://cdn-assets.productfruits.com/803ae5c3-f08f-48cf-8404-be632075a88b)

  

  

  

  

  

  

  

Availability records will then appear as green blocks within the schedule, making it easier to view employee availability alongside scheduled shifts.

![](https://cdn-assets.productfruits.com/17e92ee4-a6aa-401b-a9d3-d15785e56e60)

  

  

  

  

You can single-click a record to view more detailed information.

![](https://cdn-assets.productfruits.com/1a471c2a-8f34-481a-be0c-d1adbedcbf27)

  

  

  

  

  

  

  

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## View Availability in Manage People

Use the **Three Dots (⋮)** menu to display **Availability** fields for employees within the **Manage People** grid.

![](https://cdn-assets.productfruits.com/4ba1d1d4-816e-4d24-85b3-8f72f79c1015)

  

  

  

  

  

  

  

  

  

Available **Availability** fields include:

-   **Date**
-   **Time**
-   **Availability Type**
-   **Service (Role)**
-   **Site**
-   **Last Updated Details**

Displaying these fields allows administrators to quickly review employee availability information directly from the **Manage People** grid without opening individual employee profiles.

![](https://cdn-assets.productfruits.com/484bfef9-97e7-4158-b3a4-9f94ef50b333)

  

  

  

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## Filter by Availability

Use the **Filter Availability Method** dropdown to filter employees based on their availability status.

You can choose to view:

-   **Employees with Availability**
-   **Employees without Availability**
-   **Availability Not Filtered** (All Employees)

Use the **Availability Records Date Range** field to select the period you want to review.

Once configured, click **Apply** to update the results and display matching employees.

![](https://cdn-assets.productfruits.com/1a470c7a-b7c7-4310-a9a4-843a23eb7f81)