Managing Unavailability in the Employee Portal

Employees can mark themselves as unavailable to work from the employee self-service portal. Employees can set unavailability to be a one off, or recurring unavailability and when they are unavailable it will display in the leave calendar and also display as a warning if you try and create a shift for that employee in the employee schedule.

This article covers the following topics:

• Adding a daily unavailability;

• Adding a period of unavailability;

• Editing/deleting an unavailability;

• Viewing an availability;

Adding a daily unavailability

In order to add a daily unavailability, log into the employee portal which will enable you to view the schedule calendar:

Clicking on any day in the calendar will display the "Unavailability" dialog:

If you want to make yourself unavailable for a single day, 

• Untick the "ongoing basis" option
• Select the "From" date
• Select the "To" date
• Optionally, enter a reason for your unavailability
• If you want to make yourself unavailable for a specific time during the day, untick the "all day" option and select the start time and the end time
• If you want to create a recurring unavailability:
  • Tick the "ongoing basis" option
  • Select the day of the week you will be unavailable for
  • Select the "From" date
  • Optionally, select the "To" date. If you do not select a "To" date the unavailability will recur indefinitely
• Optionally, enter a reason for your unavailability
• When you're done, click the "Save" button

Once you have saved your unavailability, it will show on the calendar (and display if the unavailability is recurring or not)

NB: At a business level you may be restricted and not able to add an availability within X number of days. If this occurs, a warning message will display as shown below:

Adding a period of unavailability

To add a period of unavailability, follow the steps above in order to bring up the unavailability context panel. In order to enter a period of unavailability, you need to tick the "on an ongoing basis" option:

If this option is not ticked, you won't be able to select an 'until' date within the calendar. Instead, you will only be able to select a single date and create a daily unavailability. 

After ticking the "on an ongoing basis" option, the system will default to display 'perpetual' with the calendar icon beside it. If the unavailability has an end you can click on the calendar icon next to 'perpetual' and select the end date:

The next configurable option is the start/end time. By default, 'All day' is selected, however, you can untick that option and enter in specific start/end times if required:

The employee is able to select specific days, or 'Select all', and this will apply the unavailability to all selected days that fall within the date period earlier chosen: 

Lastly, a reason can be entered for the unavailability, and this is a mandatory field. 

Editing/deleting an unavailability

You can delete an unavailability from your schedule by following these steps:

1. Click on an existing unavailability in the calendar
2. Choose to edit the current details and 'Save' the changes, or, click the "Delete" option:
   
   

Viewing an unavailability

From the homepage of the employee portal, the employee can view their unavailabilities from within the calendar. In the example below, these are highlighted in red:

They can be click on in order to view the specific details of the unavailability.

If you have any questions or feedback, please let us know via support@yourpayroll.com.au