This article is written for users with an access level of Supervisor, Location Manager or System Administrator and will cover:
Note: Team members may also enter their own unavailability.
What is unavailability?
Unavailability can be used to block a team member's calendar when they are unable to work. Unavailability appears on the schedule so that a manager or scheduler is aware when the team member 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 team member marked themselves as unavailable and the team member 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 team member that they should use the leave function to request time off that requires approval.
If your team member is unable to enter their unavailability themselves, then managers also have the ability to enter it for them.
Adding your team member's unavailability
Via the Deputy website
On the People page click on the team member 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 a 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 team member's profile from the Schedule page.
Click on the three dots next to the team member's 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 team members and tap the team member's name, then tap Unavailability.
Click on the + icon to add a new unavailability.
Enter:
- Whether you need to enter a 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 unavailability.
Changing or deleting team member 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 Team Member 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 Team Member 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 Deputy website
You can delete a team member's unavailability in their team member profile by clicking on their name.
Select Unavailability from the left-hand panel and click on Remove to delete it.
Block team members from submitting unavailability
System Administrators can turn off the ability to submit availability for all team members in their business. This will restrict team members from submitting new unavailability or editing existing Unavailabilities.
Managers with scheduling permissions such as Supervisors or Location Managers can still create unavailability requests on behalf of team members.
To block team members from submitting unavailability
1. On the Deputy website, click the drop-down in the top right-hand corner and click Business settings.
2. On the Leave tab, unselect Allow Team members to submit Unavailability and click Apply Changes.
FAQs
How can Team members add their own unavailability?
Please direct your team members 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 completely put a block on specific dates to stop team members from requesting leave or setting unavailability on those dates. In this case, team members will get a warning message when they try to set unavailability.
System Administrators can also completely block all users with employee access in their organisation from adding unavailability.