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Time Off & Availability

How to quickly request time off and input your availability

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Written by Team Athletify
Updated over 3 weeks ago

🗓️ The Staff Guide to Time Off & Availability

Master your schedule and ensure you never get booked when you’re busy.

One of the best features of Athletify is the ability to communicate your schedule to your manager before the roster is even built. To get started, navigate to the Time Off & Availability section.

1. The Big Difference: Time Off vs. Availability

Understanding the difference between these two tabs is key to getting your requests approved.

  • Time Off: Use this for one-time events or short-notice absences.

    • Examples: A doctor’s appointment, a wedding, or a weekend trip.

  • Availability: Use this for recurring routines and long-term planning.

    • Examples: Your school semester schedule, sports practice, or a second job.

2. How to Request Time Off (One-Time)

When you need to block out specific dates to be away:

  1. Click the Time Off tab and select Create New Request.

  2. Add a Title: Give it a clear name (e.g., "Family Vacation").

  3. Select Dates: Choose your start and end dates.

  4. Specific Times: If you only need part of the day off, toggle off "All Day" to set specific start and end times (e.g., leaving at 9:00 AM, returning at 5:00 PM).

  5. Submit: Your request will sit in Pending until an admin reviews it. Once approved, it moves to the Approved section.

3. How to Set Your Availability (Recurring)

This tells your admin exactly when you are—and aren't—able to work every week.

  1. Create a Block: Go to the Availability tab.

  2. Choose Your Days: Select the days of the week this routine applies to (e.g., Mon/Wed/Fri).

  3. Set the Time: Use the Slider Bar or enter the times manually.

    • Example: If you have school until 3:30 PM, set your availability to start after that.

  4. Look Ahead: Ensure you set the End Date well into the future so your availability doesn't "expire" next week.

  5. Avoid Conflicts: You can only have one availability block per day. If you need to add a different schedule for Tuesdays and Thursdays, create a separate new request for those specific days.

💡 Quick Tips for Success

  • Check the Calendar: Use the calendar view on the right to see a visual map of all your planned time off and set availability.

  • Add Notes: Always add a reason or note to your requests; it helps administrators approve them faster!

  • Plan Ahead: Set your semester availability as soon as you get your school schedule to avoid being scheduled for shifts you can't work.

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