This article is written for users with an access level of Supervisor, Location Manager or System Administrator and will cover:

Note: Employees may also enter their own unavailability.


What is Unavailability?

Unavailability can be used to block an employee's calendar when they are unable to work. Unavailability appears on the schedule so that a manager or scheduler is aware when the employee is not able to work.

Unavailability does not require a manager's approval and they can override it by adding a shift. If the manager chooses to override with a shift, they will get a warning that the employee marked themselves as unavailable and the employee will get a notification that a shift was added.

You should discuss your policies around adding unavailability to ensure they follow company guidelines or policies. Generally, most businesses require approval for time off such as leave, paid time off or vacation.

The unavailability starting page in the Deputy app reminds the employee that they should use the leave function to request time off that requires approval.

If your employee is unable to enter their unavailability themselves, then managers also have the ability to enter it for them.


Adding Employee Unavailability

Via the Deputy web application

On the People page click on the employee you wish to add unavailability for.

Click on the Unavailability section from the left-hand side panel and click on Add new.

Select:

  • Whether you need to enter full day or a particular time of unavailability.

  • The date range of unavailability

  • Repeat frequency (if not a one-off event):

    • every week

    • every 2 weeks

    • every 4 weeks

    • every month on a specific day of the week

    • every month on a specific date.

  • a comment

Then click Submit request.

It is also possible to view the Employee's profile from the Schedule page.

Click on the three dots next to the employee name in the schedule then select View Profile.

You can now enter unavailability in the same way as described above.

Via the Deputy Mobile App

Tap the People icon to go to the list of employees and tap the employee name then tap Unavailability.

Click on the + icon to add a new unavailability.

Enter:

  • Whether you need to enter full day or a particular time of unavailability.

  • The date range of unavailability

  • Repeat frequency (if not a one-off event):

    • every week

    • every 2 weeks

    • every 4 weeks

    • every month on a specific day of the week

    • every month on a specific date.

  • a comment

Then click Add unavailablity.


Changing or Deleting Employee Unavailability

Unavailability is NOT editable. To update unavailability you need to delete any entry that is no longer relevant and create a new unavailability.

To delete unavailability on the iOS mobile app

  • Go to the People tab in the iOS mobile app.

  • Select the Employee you wish to delete unavailability for.

  • Tap on the Unavailability option then select the Unavailability date you wish to delete. Swipe left to delete OR tap on the unavailability and then click delete.

To delete unavailability on the Android mobile app

  • Go to the People tab in the Android mobile app.

  • Select the Employee you wish to delete unavailability for.

  • Tap on the Unavailability option then select the Unavailability date you wish to delete. Swipe left to delete OR tap on the unavailability and then click delete.

  • Long press the unavailability entry then click ‘YES’ to confirm the deletion.

To delete unavailability on the web app

You can delete employee's unavailability in their employee profile by clicking on their name.

Select Unavailabity from the left-hand panel and click on Remove to delete it.


FAQs

How Can Employee's add their own Unavailability?

Please direct your employees to this article Add or Delete your own Unavailability

What historical unavailability can I see?

Only future unavailability is shown in the list views. Unavailability in the past is removed from the list automatically but will still display on the day in past schedules.

Why can't I add unavailability?

Unavailability cannot be added if a shift already exists at the same time as the unavailability, including an unpublished shift.

It's also possible for managers to put a block on specific dates to stop employees requesting leave or setting unavailability on those dates. In this case, they will get a warning message when they try to set unavailability.

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