Temporary Availability Changes

Learn how to set one-time exceptions to your regular availability schedule when your availability changes for a specific date, ensuring you aren’t scheduled when you’re unavailable.

Overview

While your recurring weekly availability sets your standard work schedule, there will be times when you need to make temporary changes for specific dates. The Temporary Availability Changes feature lets you set one-time exceptions to your regular availability pattern without affecting your ongoing weekly schedule. This article explains how to set, edit, and manage these temporary changes.

Understanding Temporary vs. Recurring Availability

Before setting temporary changes, it’s important to understand the difference:

• Recurring Availability: Your standard weekly schedule that repeats indefinitely
• Temporary Availability: One-time exceptions for specific dates that override your regular pattern

Temporary changes are useful when:

• You have a personal appointment on a day you’re normally available
• You’re available on a day you’re normally unavailable
• Your available hours differ from your usual pattern for a specific date
• You want to help cover a shift outside your regular availability

Setting Temporary Availability

To set temporary availability for a specific date:

1. Navigate to My Profile > Availability Settings
2. Click Add Availability
3. Turn OFF the “Weekly recurring availability” toggle
4. Select the specific date for this availability exception
5. Set your available start and end times for this date
6. Add any notes about this exception if needed
7. Click Save

The system will create a one-time availability record for the specified date, which will override your recurring pattern.

Viewing Your Temporary Availability Changes

To see all your temporary availability exceptions:

1. Go to My Profile > Availability Settings
2. Navigate to the Temporary Exceptions tab
3. View a list of all your one-time availability records
4. Use the calendar view to see how temporary changes fit with your recurring pattern

Each temporary change will show:

• The specific date
• Your available hours for that date
• Any notes you added
• An edit/delete option

Editing or Deleting Temporary Availability

To modify a temporary availability exception:

1. Go to My Profile > Availability Settings > Temporary Exceptions
2. Find the specific date you want to modify
3. Click the Edit icon
4. Make your changes to the times or notes
5. Click Save

To remove a temporary exception:

1. Find the entry in your list of temporary changes
2. Click the Delete icon
3. Confirm the deletion
4. Your recurring availability pattern will apply for that date once again

Setting Unavailability for a Day

If you need to mark yourself as completely unavailable for a specific date:

1. Navigate to My Profile > Availability Settings
2. Click Add Availability
3. Turn OFF the “Weekly recurring availability” toggle
4. Select the date you’ll be unavailable
5. Click the “Mark as unavailable all day” checkbox
6. Add a reason in the notes field (optional but recommended)
7. Click Save

This creates a record showing you have no availability for that date.

How Temporary Availability Affects Scheduling

When you set temporary availability changes:

• The system automatically considers these exceptions when matching you to shifts
• Your temporary availability takes precedence over your recurring pattern for that date
• Managers see your adjusted availability when assigning shifts
• The shift recommendation engine prioritizes employees with full availability for shifts
• You won’t be recommended for shifts that conflict with your unavailable periods

Common Uses for Temporary Availability

Temporary availability changes are useful in many scenarios:

• Medical Appointments: Block off time for doctor visits
• Personal Commitments: Family events, school functions, etc.
• One-time Schedule Changes: Early departure or late arrival on a specific day
• Helping with Coverage: Making yourself available outside your normal pattern
• Travel Days: Marking yourself unavailable when traveling
• Exam Periods: Adjusting availability during school exam weeks

Planning Ahead with Temporary Changes

For best results:

1. Set temporary availability changes as far in advance as possible
2. Be specific about your available hours (don’t block off more time than needed)
3. Use the notes field to explain unusual changes
4. Check your availability calendar regularly to ensure it’s up to date
5. Remember that published shifts won’t automatically change if you update your availability

Managing Extended Unavailability

For longer periods of unavailability:

• Consider using the Time Off request feature instead of multiple temporary changes
• For vacations or extended absence, speak with your manager about the best way to record this
• If your regular schedule is changing permanently, update your recurring availability patterns

Best Practices

For optimal results when managing temporary availability:

1. Plan Ahead: Set temporary changes as far in advance as possible
2. Be Precise: Only block the exact hours you’re unavailable, not the entire day
3. Provide Context: Add notes explaining unusual availability changes
4. Review Regularly: Check your availability calendar periodically
5. Communicate: Let your manager know about significant changes
6. Check Conflicts: Ensure changes don’t conflict with already assigned shifts

Related Resources

• Recurring Availability
• Timesheet Review
• Time Off Requests
• Shift Preferences

This article should be updated when:

1. The temporary availability interface changes
2. The process for setting exceptions is modified
3. New availability pattern options are added
4. The calendar visualization is updated
5. Changes are made to how availability affects shift recommendations