Adding/Editing Secondary Positions and Locations, Skills, and Unavailability
If an employee works any positions/locations other than his/her primary ones, you can add them as secondary positions and locations. This makes the employee eligible to work shifts for those positions/locations. You can also add skills for any employee, making him/her eligible to work shifts for which those skills are required. Finally, you can specify an employee’s unavailability.
How to get there:
Settings > Employees > Click on the pencil icon next to the employee you want to edit
In this article:
1) Adding/Editing an Employee’s Unavailability
2) Adding/Editing an Employee’s Secondary Positions and Locations
3) Adding/Editing an Employee’s Skills
Adding/Editing an Employee’s Unavailability
After clicking on the pencil icon for the employee you want to edit, choose the Unavailability tab in the tabbed view toward the top of the page. This will open the following page:
You can click on any day in the calendar on the right of the page and it will load the hourly view of that day on the left.
Note that an employee’s scheduled shifts do not show up on the unavailability management page, and stating unavailability during a time where s/he already has work will not have any effect (you would have to put that employee on leave).
However, for times where the employee is not yet scheduled to work, you can enter a new period of unavailability. The employee will show up on the schedule as unavailable and will not appear as a candidate for any shifts in that period, unless the unavailability is manually overridden.
Viewing Existing Unavailability
You can view the employee’s existing unavailability by navigating through the calendar to the right of the page. A day highlighted in orange indicates an existing partial unavailability, while a day highlighted in red indicates an existing all-day unavailability. The hourly view for each day will display the times and subjects of any periods of unavailability already entered for that day.
If there’s have an unavailability that isn’t showing up in the hourly view, try clicking on “Show 24 hours” at the very bottom of the view. By default, the hourly view for a day only shows business hours (8 AM-11 PM).
Creating/Editing/Deleting a One-Off Unavailability
If you want to create a one-off unavailability, such as a conference or other special event, click on the “New” button toward the top left of the page. This will take you to a screen where you can enter the date of the unavailability, the start and end times (or simply check “All Day”), and provide a descriptive subject (title) for the unavailability.
Note that you cannot create a new unavailability that’s longer than a day. If you want to enter a multi-day block of unavailability, you could create each day’s unavailability manually, but in the section on creating a new recurring unavailability we’ll outline a quicker workaround for this situation.
If you want to edit a one-off unavailability, click on the pencil icon to the top left of that unavailability entry.
If you want to delete a one-off unavailability, click on the red X icon to the top right of that unavailability entry.
Creating/Editing/Deleting a Recurring Unavailability
If you want to create a recurring unavailability, such as an evening class, click on the “New Recurrence” button. To create your new recurring unavailability, you have to enter the subject, the hourly range, the recurrence pattern, and the date range.
To determine a good recurrence pattern, ask yourself: how long is the time between each period of unavailability? If it’s less than a week, choose “Daily”, if it’s less than a month, choose “Weekly”, and so on.
Unfortunately, monthly and yearly recurrences do not allow you to block off more than one day of unavailability at a time. However, daily and weekly recurrences do, which is why they make a good workaround for creating a multi-day block of one-off unavailability. If you want to do this, simply click “Daily” under the recurrence pattern and “1” in “Repeat every ___ day(s)”. Then set the range of recurrence be the date range for which you’re unavailable. This will make the unavailability you entered occur every day during that date range.
If you want to edit one instance of a recurring unavailability, click on the pencil icon to the top left of that unavailability entry.
If you want to edit an entire recurring unavailability (edit the recurrence pattern, for instance), click on the blue arrow icon to the top left of that unavailability entry.
If you want to delete one instance of a recurring unavailability, click on the red X icon to the top right of that unavailability entry.
If you want to delete an entire recurring unavailability, click on the blue arrow icon to the top left of that unavailability entry, then scroll down to the bottom of the page and click “Delete”.
Adding/Editing an Employee’s Secondary Positions and Locations
When you open the Secondary tab, you’ll see a list of all your position and location codes:
Here, you can check or uncheck the secondary positions/locations you want to add or remove. When you’re finished, click “Save” at the bottom to retain your changes. This employee will now be eligible to work the position(s)/location(s) you just added.
Adding/Editing an Employee’s Skills
When you open the Skills tab, you’ll see a list of all your skill codes:
Here, you can check or uncheck the skills you want to add or remove. When you’re finished, click “Save” at the bottom to retain your changes. The employee will now be eligible to work any requirements that have required skills.