Depending on your agency's system settings, employees are either available or unavailable by default. (Un)Availabilities can then be added to an employee's calendar as single events or as recurrences.
It is also possible to add payable and non-payable Time Off for individual employees according to types defined in Accounting Settings.
Scheduling (un)availabilities/time off for an employee will affect scheduling in the following ways:
- If the employee is scheduled for any visits during that time, the visits will be set to vacant.
- If the employee is added to a recurrence, any visits that conflict with the unavailability/time off will remain vacant.
- In the employee finder, the employee's availability will be determined by (un)availabilities/time off in their schedule.
Default (Un)Availability for All Employees
Whether all employees are available or unavailable by default is determined at the system level.
Click here to learn more about configuring scheduling at the system level.
⚠ If the setting is changed, only employees created after the change will inherit the new default. ⚠
Default (Un)Availability for a Single Employee
Regardless of the system default setting, an individual employee can be set to available or unavailable by default on their own profile.
1. Navigate to Employee Profile>Employment>Employment Settings and click Set/Edit for the option Default Employee Availability.
2. In the resulting dialogue, you can change the employee's setting.
Adding Availability to an Employee's Calendar
Availability can be added as a single occurrence or a recurrence in the employee's calendar.
1. Navigate to Employee Profile>Employment>Availability.
2. Availabilities can be filtered by Past, Current and Upcoming, or All by clicking on the 
icon.
3. Click + Add Availability.
4. In the resulting dialogue, set up either a single occurrence or a recurrence for the availability.
Start Date: the start date of the availability.
End Date: if it is a single occurrence, it will either be the same day as the start date or the next day for an overnight occurrence. If it is a recurring availability, choose the end date of the Recurrence.
All Day: check here for the employee to be available for the entire calendar day.
Specify Time (Start/End Time): if the availability is not All Day, these fields are required.
Frequency: if this is a single occurrence, choose Daily. For a recurrence, you can choose Daily, Weekly, or Monthly. For Weekly, you must select the days of the week. For Monthly, you must select which day of each month (eg, the 15th).
Repeat Every: Choose a quantity for the frequency of your recurrence.
Preview: if you are scheduling a recurrence, the preview will show you a list of dates and times for upcoming occurrences.
5. Click Save.
Unavailability/time off can be added as a single occurrence or a recurrence in the employee's calendar.
1. Navigate to Employee Profile>Employment>Unavailability.
2. Unavailabilities/Time Off can be filtered by Past, Current and Upcoming, or All by clicking on the icon, as well as by Type (Unavailable/Time Off). They can also be searched by Description.
3. Click + Add Unavailability.
4. In the resulting dialogue, set up either a single occurrence or a recurrence for the Uuavailability/time off.
Start Date: the start date of the unavailability.
End Date: if it is a single occurrence, it will either be the same day as the start date or the next day for an overnight occurrence. If it is a recurring unavailability, choose the end date of the recurrence.
All Day: check All Day for the employee to be unavailable for the entire calendar day.
Specify Time (Start/End Time): if the unavailability is not All Day, these fields are required.
Frequency: if this is a single occurrence, choose Daily. For a recurrence, you can choose Daily, Weekly, or Monthly. For Weekly, you must also select the days of the week. For Monthly, you must also enter the day of the month on which the visit should occur (eg, the 15th).
Repeat Every: Choose a quantity for the frequency of your recurrence.
Preview: if you are scheduling a recurrence, the preview will show you a list of dates and times for upcoming occurrences.
5. Click Save.
Payable vs. Non-Payable Time Off
A time off type can be scheduled to last all day or for a fixed start and end time during the day.
- The employee is unavailable all day and will miss all visits scheduled that day: check the option All Day.
- The employee only misses visits that begin and/or end between the scheduled start and end time of the time off: leave All Day unchecked and enter a start and end time.
Additionally, the time off type can be payable or not payable. This will depend on the settings of the time off type.
- The employee can be paid for their missed visits according to the pay codes of the visits.
- The employee can be paid for their missed visits according to a pay code set up on the time off type.
- The employee can be paid for a fixed duration, according to a pay code set up on the time off type. You can override the length of the default fixed duration when you add a time off to the employee's schedule.
- The employee can be left unpaid.
Scheduling an Unavailable Employee
If you try to schedule single visits that partially overlap with an unavailability, you will receive a warning upon creation.
If you click Confirm, the visit will still be scheduled for the employee.
Deleting unavailabilities
You can delete an unavailability for an employee by clicking the downward arrow next to Edit for the unavailability you wish to delete and selecting Delete.
To proceed with deleting the unavailability, click Confirm in the dialogue.
You will also receive a warning when attempting to delete or edit a payable unavailability that has been included in a payroll run.
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