Employee Availability

You can use Employee Availability in Schedule Xpress to determine when your employees are available to work. They can submit Availability through their Team Xpress app, and you can also create Availability on behalf of them from within Schedule Xpress.

In this article, we'll look into the following on Employee Availability in Schedule Xpress:

Making Availability accessible for Employees

Employee Availability settings

Submitting Availability

Managing Employee Availability

If you want your employees to be able to submit their own Availability, you'll need to turn this feature on within the Modules access section of the relevant Employee access group(s).

You can choose to allow the employee to select a Customer/Site to work, or submit Availability for all Customers/Sites.

You can use your Employee Availability settings to choose From and Up to parameters for when employees can create and modify Availability.

The Employee Availability settings are located in your Additional employee settings in Schedule Xpress, under Settings > Security > Additional employee settings.

You will find it as below.

Let's break down the setup.

Let's look into the From date options.

All dates on or after current date means that employees can select the From date as the current date and any date beyond.

On or after 'x' date means that employees can select the From date on or after the selected date (example shows 06/25/2023). Any date before this date CAN NOT be selected.

On or 'x days after the current date means that employees can select the From date as the current date, or 'x' days (example shows 7) after current date. Any date beyond 7 days CAN NOT be selected.

Let's look into the Up to date options.

If All future dates is selected then the employees can select up to any date in the future to create or modify Availability records.

If you choose to check mark the box prior to End date can be set to 'Never', then employees can set a recurrence pattern/continuous duration in which their Availability will continue.

On or before 'x' date means that employees can select the Up to date on or before the selected date (example shows 06/25/2023). Any date beyond this date CAN NOT be selected.

On or 'x days after the current date means that employees can select the Up to date as the current date, or 'x' days (example shows 7) after current date. Any date beyond 7 days CAN NOT be selected.

To gain perspective on how the employee submits their Availability, you can visit our Availability in Team Xpress article. However, it's important to know that you can create Availability records for employees from within Schedule Xpress.

Let's look at how you can submit Availability on behalf of an employee.

You now have the ability to view and create Availability within the employee profiles in Manage people.

You'll first need to ensure that Availability is selected in Schedule Xpress, in Settings > Branch defaults > Employee form.

Ensure you select Availability in the Employee form sections visibility.

You'll then see that Availability appears in the employees' profile in Manage people.

You can use the Availability section of an employee profile to see their submitted Availability records from within their Team Xpress app. You can also use it to see more information on a specific record, or create Availability records on their behalf.

First, you'll need to choose the date range for availability records. The maximum you can display is 90 days.

Note: Availability records will show in reverse chronological order.

The records are defined in the Availability section of the employees' Team Xpress app. You can change their level of accessibility to the Availability feature in the Modules access section of your Employee access group(s).

The records will show in the Availability section of their Team Xpress app as below.

As the User, you have the ability to add an Availability record on behalf of the employee. You can do this by clicking Add availability.

When adding an Availability record for an employee, you can define:

You can multi-select sites and services when creating a record.

Click the dropdown to choose the sites and services you want them to be available for.

Once you've completed the Availability record form, you can press Save to create the record.

The record will display as below.

You can Edit, Clone or Delete an Availability record at any time. See below.

Let's explore the different ways you can track these records.

The Employee Availability and Time Off (Fixed) is the best option to show Availability records. Note, this will also show time off.

If you select this filter in your Schedule, it will show any Availability as green blocks on the day they were submitted for. The name of the person associated will be in the row on the left.

There's two ways to find out more information about the Availability records in your Schedule. The first way is to visit the Availability section in the employee's profile.

Or if your prefer, you can use the Availability report to give a breakdown of the Availability records in your Schedule. This is located in eTime Xpress, under Reports > Scheduling > Availability Schedule.

You can use your fields in Manage people to see the current Availability records per employee.

The Availability fields that will display are:

If an employee has more than one Availability record, you can click the 3 orange dots dropdown to show other records.

You can choose the Filter availability method to show employees Without availability for a date range and With availability for a date range.

If you choose to select one of the two options, you'll notice a new filter will appear with the name of Availability records date range. Once you choose a date range in this filter, then records will show based on your selections.

For more information on Employee Availability, please Contact Support now!