Frequently Asked Question

Setting staff availability
Last Updated 7 years ago

Knowing Staff Availability for the coming period is essential to be able to fill bookings with speed and efficiency.

Staff availability can be updated in a number of ways:

  • On the SMS Received Screen
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  • On the Bookings Form
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  • On the Availability Search Screen
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  • Input standard availability on the staff form.
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The methods used to obtain staff availability are a matter of personal choice for each user.

The most cost effective way is to send out a text at the end of each week to all 'Live' Staff asking them to reply with their availability for the coming week. The availability can then be updated on the SMS Received Screen. (See Final Paragraph)

Another method used can be by using the Availability Search Screen and talking to the member of staff on the telephone and whilst talking update the availability in the Availability Search Screen. (See Final Paragraph)

Another method can be when using the Repeat Booking Form to add a new booking. Staff that have not given their availability are filtered into a section together so information can be gained by sending a text from this screen to members of staff who have not given avalability advising that shifts are available but you have no availability on record for them. (See Final Paragraph)

Finally Standard availability can be entered on the Staff Form. This should be used when the member of staff has a standard availability pattern which rarely alters.

To Set Standard Availability

On the Main Menu/ Staff Details select the member of staff click on the Edit button then Add Availability. A Sub Form appears listing the days of the week vertically and with tick columns horizontally.

Headings are:

  • E Early
  • L Late
  • FD Full Day
  • N Night
  • OC On Call
  • Not Not Available
Enter by ticking the boxes with the correct availability for each day of the week. When you have finished click Save

If you enter standard availability via the Staff Details Form this can be updated on the Availability Search Screen.

Main Menu/Availability Search On the grey menu bar at the top select' Requery Availability' and' Run Default Availability'. When this has been completed a message will appear 'Insert Availability Run Complete'. You will see the availability updated on the screen

The colour Coding system is as follows:

  • Bright Green Confirmed by Staff Available
  • Lighter Green Standard Availability Updated but not confirmed by member of staff
  • Red Not Available
  • Lighter Red Standard Availability Updated but not confirmed by member of staff
  • Yellow Booked into a Shift
  • Yellow and Red Booked into a Shift and the Red either Side auto filled by the system as not available to work.
  • Orange Refused a Shift
  • Blue Sick
  • Purple On Holiday
  • Grey Booked on a Training Course


All other availability is updated by selecting the starting day of the week holding the left mouse button down and dragging to the final day of the week. The complete selection should be highlighted in blue. Select from the colour coded buttons underneath the selection you wish to make and the highlighted days should be changed accordingly.

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