Introduction
Worker availability helps schedulers understand when workers can and cannot work before assigning shifts. Keeping availability up to date can reduce scheduling conflicts, prevent unavailable workers from being assigned, and make staffing events more efficient.
Overview
Workers can enter their availability or unavailability through the Nowsta Workers App or website. Schedulers can then review this information from the worker's profile when building schedules.
Availability can be entered for a specific date or set to repeat across multiple days or weeks. Workers should keep their availability updated whenever their schedule changes so schedulers have the most accurate information when assigning shifts.
How to Manage Worker Availability
1. Have Workers Enter Their Availability
Workers can enter availability or unavailability from the Nowsta Workers App:
Open the Nowsta Workers App.
From the Home or Job Board tab, select the Calendar icon in the upper-right corner.
Select Set New Availability.
Choose whether the worker is Available or Unavailable.
Enter the start and end times, or select a preset:
Morning: 6 AM–12 PM
Afternoon: 12 PM–6 PM
Night: 6 PM–12 AM
All Day
If the availability should repeat, enable Repeating and select the applicable dates or days.
Select Save.
Workers can also enter availability from my.nowsta.com:
Log in to my.nowsta.com.
Open the Availability Calendar.
Select the date.
Enter the start and end times, or select Available All Day.
To repeat the availability, enable Repeating Availability and select the days of the week.
Select Create.
2. Edit or Remove Availability
Workers can update availability when their schedule changes.
From the mobile app:
Select the date containing the availability.
Adjust the availability times as needed.
Select Update Calendar to save the changes.
To remove an availability entry, select the applicable date and select the Trash icon.
Keeping availability current is especially important when workers have recurring commitments or changes to their normal schedules.
3. Review Availability Before Scheduling
Schedulers can review a worker's availability directly from their profile:
Go to Workers.
Select the worker you want to review.
Open the Availability Calendar tab.
Review the worker's availability and unavailability.
Select the Events List tab to review the worker's upcoming jobs and scheduled shifts.
In the Availability Calendar, available days are highlighted in blue, while unavailable days are highlighted in red. The Events List shows the worker's scheduled shifts, including dates and times.
Reviewing both calendars together can help you determine whether a worker can reasonably be assigned to a new shift.
Scheduling Around Availability
Before assigning a worker to a shift, compare the shift details with their availability.
For example:
If a worker is marked Unavailable during the entire shift, consider another worker.
If a worker is available for only part of the shift, confirm whether the partial availability works for the staffing requirement.
If the worker already has another shift during the same period, review the potential conflict before assigning the new shift.
If a worker's availability has changed, ask them to update their availability before making the assignment.
Availability should be treated as an important scheduling reference, but schedulers should also review the worker's existing assignments and other applicable scheduling requirements.
Recurring Availability
Workers can use Repeating Availability when their availability follows a regular pattern.
For example, a worker who is consistently available every Monday and Wednesday can create a recurring availability entry instead of entering each date individually.
When setting recurring availability, workers can select the applicable days of the week and define the relevant time range.
Workers should review recurring availability regularly and update or remove it when their regular schedule changes.
Alternative Method
If you are unsure whether a worker can take a particular shift, review both their Availability Calendar and Events List from their worker profile.
This provides a quick way to compare:
When the worker is available.
When the worker is unavailable.
Which shifts they already have.
Whether the new shift may overlap with an existing assignment.
Troubleshooting
A worker says they are available, but Nowsta shows them as unavailable
Ask the worker to review their Availability Calendar and confirm that the correct date and time were entered.
They may have an outdated unavailability entry or a recurring availability setting that needs to be updated.
A worker is available for only part of a shift
Review the worker's availability and the shift's start and end times.
If the worker's available hours do not cover the required shift, consider assigning another worker or adjusting the staffing plan.
A worker is available but already has another shift
Review the worker's Events List to determine whether the assignments overlap. Consider travel time and the locations of the events before assigning another shift.
Recurring availability is incorrect
Have the worker review their recurring availability settings and update or delete the recurring entry as needed.
Changes to a worker's regular schedule should be reflected in their availability so future scheduling decisions are based on current information.
A worker's availability does not appear to be updated
Confirm that the worker saved their changes after entering or editing availability.
If the information still does not appear correctly, have the worker verify the date, time range, and availability type they entered.
Important Notes
Workers can enter Available or Unavailable time through the Nowsta Workers App or website.
Availability can be entered for individual dates or set as repeating availability.
Workers should update their availability whenever their schedule changes.
Schedulers can view a worker's availability from the Availability Calendar on their worker profile.
Blue indicates available days, while red indicates unavailable days in the worker's Availability Calendar.
The Events List can be used to review a worker's upcoming scheduled shifts.
Availability should be reviewed together with existing assignments before scheduling a worker.
A worker being marked available does not necessarily mean they should automatically be assigned to a shift. Always consider existing assignments, position qualifications, scheduling conflicts, and other applicable requirements.
Recurring availability should be reviewed periodically to make sure it still reflects the worker's actual schedule.
Best Practices for Scheduling Around Availability
To keep scheduling accurate and efficient:
Encourage workers to maintain their own availability. Workers are often in the best position to update their schedule as their personal availability changes.
Review availability before publishing shifts. This helps reduce the number of offers sent to workers who cannot work.
Check existing assignments. A worker may be available but already scheduled for another event.
Review recurring availability regularly. Recurring entries can become outdated when a worker's schedule changes.
Confirm partial availability. If a worker is available for only part of a shift, make sure the available hours meet the event's staffing needs.
Communicate when something looks incorrect. If a worker's availability does not match what they have told you, ask them to review and update their calendar.
Summary
Worker availability gives schedulers valuable information when building and managing schedules. Workers can enter available or unavailable times through the Nowsta Workers App or website, including recurring availability for schedules that follow a regular pattern.
Schedulers can review a worker's Availability Calendar and Events List to compare availability with existing assignments. Reviewing both before scheduling can help prevent overlapping shifts, unavailable-worker assignments, and other staffing conflicts.
Need More Help?
Please contact support@nowsta.com. We're happy to help if you have questions about worker availability or need assistance resolving a scheduling conflict.