Creating exceptions to normal availability
Please note: You will need Administrator permissions in order to create availability exceptions. Please contact an Administrator in your account if you need increased permissions.
Sometimes you need to make a one-off change to a person/resource's availability, e.g., if someone’s agreed to work a bit later next week. If it’s a one-off change, then it’s important to make these changes directly in the Schedule instead of editing a resource’s Normal Availability. This ensures that the change is not permanent and doesn’t affect dates far into the future.
To make a one-off change to availability, you’ll need to make sure the Availability Bar is visible. On the date you want to edit click on the Availability Bar, or click and drag to quickly make changes to multiple days, and then click the edit button in the top right corner of the popover.
Click in the time fields to edit the times the resource is available. To remove a time block, click on the relevant cross. To add a new time block, click the plus button. You can add multiple time blocks for each day if you need to include breaks.
If you clicked and dragged over multiple days, you’ll have the option to select which days the change/s should apply to. Once you’ve made your changes, click Save.
Click on the three dots and then choose Reset to Normal Availability to reset the hours you’ve entered.
Elastic Overtime
Another way to increase a resource’s availability is to use the Elastic Overtime. This is by far the easiest way to make occasional changes to availability based on increased workloads.
Adding bookings on weekends or other non-working days
There are times when working on a weekend is simply unavoidable. Plans sometimes go haywire and deadlines need to be met. So, we’ve made it easy to allocate work to people on non-working days.
When you add the booking, you will see options to either add the booking to the Waiting List or add it with overtime.
If work added on a weekend is not considered to be overtime, you can simply remove it with the slider.
If you create a booking which starts or ends on a non-working day and spans multiple non-working days, bookings on all of the non-working days will be added with overtime or to the Waiting list, depending on the option you choose.
We would urge you to track overtime where appropriate to ensure colleagues aren’t being overworked.
Please use this feature wisely!
Learn more
Booking clashes, the waiting list, overtime and capacity planning