Viewing and Managing Your Team's Availability

Availability: all plans

The Team Availability page shows every schedulable technician's working days for one location, plus upcoming time off. People who schedule work can read it. People with permission to manage availability can also change any technician's days and add, edit or remove time off. Changes take effect immediately and are recorded against the person who made them.

Before you start

Reading the page needs permission to view team availability. Changing anything needs permission to manage it. Without the manage permission you see the same information but no edit controls.
Technicians set their own hours too, from My Availability. Edits made here replace what they entered.

Steps

Find who still needs hours:

Open Schedule, then the Team Availability tab.
If you have more than one location, pick it under Location and select Show.
Under Who works when, each technician shows their days and hours. Anyone with nothing recorded shows Not declared yet. When week information is available, each technician also shows Working this week or Off this week.

Change a technician's working days (manage permission):

Beside the technician, select Set hours (if none are declared) or Change.
Untick the days they do not work, and set the start and end times for the others. Unticked days start with 08:00 to 17:00 filled in as a convenience.
Select the save button, which reads Save followed by the technician's name and "'s working days". Select Cancel to close without saving.

Each day has to start before it ends, otherwise nothing is saved. A successful save shows "Working pattern saved."

Add time off or different hours (manage permission):

Under Schedule exceptions in the next 30 days, open Add or change an exception.
Choose the Technician and Date.
Set Availability to Away all day or Working different hours. For different hours, fill in From and To.
Add a Reason if useful. Reasons are for your team only and are never shown to a customer.
Select Save exception.

To edit one already listed, open Edit under it and select Save changes. Select Remove to delete it.

Tips

The list of exceptions covers the next 30 days.
If a save leaves booked jobs outside the new hours, a notice reads "N jobs are booked outside declared hours" and lists each work order, technician, time, customer and address. It adds "Nothing was cancelled. Reschedule them from the board, or widen the hours again." The notice reflects current unresolved work and clears when the assignment or hours change.
The page also holds the controls for letting customers pick a time online. That is covered in the online booking availability guide.

If something goes wrong

If you see "You are no longer allowed to change another technician's working pattern.", your permission changed after the page loaded. Reload and ask an administrator.
"Choose a technician and date, and enter a valid working time when available." means a required exception field is empty or the From time is not before the To time.
"Team availability could not be loaded. Please try again." means reload the page.
"No schedulable technicians yet." means no technicians are assigned to the selected location.

Declaring Your Own Working Days and Time Off — Every technician can record when they work. You set the days you normally work and the hours you start and finish, and you add dated exceptions for time off, a half day or an extra shift. These…
How Availability Affects Scheduling and Online Booking — Declared working days and time off are information for the people who schedule, and they are what online booking uses to offer customers a time. They flag problems rather than block work, so a job can…
View Team Availability — The Team Availability page shows when each technician works, so a dispatcher can schedule against real hours instead of guessing. It lists the technicians at a location with the days and hours each…
Manage Team Availability — An administrator can change any technician's working pattern from the Team Availability page. They can set which days a technician works and the hours, and they can add, change or remove dated…
Letting Customers Pick a Time You Can Deliver — By default, online booking asks a customer for a preferred date and time and holds nothing on your calendar. You can instead let customers pick an arrival hour from times your team can actually cover…