Manage Employee Availability

View and manage employee availability to support accurate scheduling and shift assignment.

Employee availability allows you to track when employees are able to work and use that information to support scheduling decisions. In Schedule Xpress, availability can be submitted by employees through Team Xpress or managed directly by admins. This ensures schedules are created using accurate availability data while giving flexibility to update or maintain records as needed.

Access Employee Availability

Employee availability can be managed through individual employee profiles in Manage people.

To enable this feature, go to:
Settings → Branch Defaults → Employee Form
Ensure Availability is selected under form section visibility.

Once enabled, the Availability section will appear in each employee profile.

View Availability Records

In the employee profile, use the Availability section to view submitted records.

Select a date range (up to 90 days)
Records are displayed in reverse chronological order

You can review records submitted through Team Xpress or those created by admins.

Add Availability for Employees

To create an availability record on behalf of an employee:

Open the employee profile in Manage People
Click Edit employee in the top-right corner
Head to the Availability section
Click Add availability
Complete the required fields
Click Save

You can define:

Date range
Sets the start and end dates for when the availability applies.
Time (or All day)
Defines the specific hours the employee is available, or marks the entire day as available.
Recurrence pattern or Continuous duration
Recurrence pattern repeats the availability on selected days each week, while Continuous duration applies it continuously over the defined date range. You can toggle between these options depending on your requirements.
Availability type
Indicates the type of availability (e.g., available or unavailable).
Services (Roles)
Specifies which services or roles the availability applies to.
Sites
Defines the locations where the employee is available to work.

Edit, Clone, or Delete Records

Availability records can be updated at any time.

Use the available options to:

Edit an existing record
Clone a record
Delete a record

See the images below.

Edit availability:

Clone availability:

Delete availability:

View Availability in the Schedule

To display availability in the Schedule, click the settings cog and use an employee-centric layout that includes Employee ID and Employee Name in the Row header options.

In the layout settings under Row header options, ensure Employee availability is selected. Availability records will then appear as green blocks on the schedule.

Once enabled, availability records will appear as green blocks on the schedule, displaying the selected dates, times, availability type, sites, and services.