Manage employee availability (mobile)

During the recruitment process with your employee, you will typically discuss and mutually agree on when they can work. This agreement can get reflected in Workforce by creating availability sets.

Managers and Administrators can view these availability sets within the app.

Administrators and managers with the "Manage availability" permission can also create availability sets on behalf of their employees or request changes to existing availability sets.

There are two types of availability:

Each availability set has a start and end date, and multiple sets can get created.

Both availability and unavailability sets are created as recurring availability, meaning availability or unavailability repeats.

Availability sets can repeat either every week or every 2 weeks.

One-off availability is when an employee is unavailable to work on a specific date or period within that day. For example, they may have a dentist appointment between 1 pm - 3 pm on Friday, May 12, a time on a Friday when they would typically be available; or they may wish to go on vacation from Monday, February 1 to Sunday, February 7.

One-off availability requests such as these should get submitted as time-off requests.

You can view employee availability from your Mobile Device via the SkyTab Workforce App.

Users with the “Manage company employees and employee profiles” permission can view availability for a specific employee from the App by navigating to More > Employees > Employee Name > Availability.

Users without the "Manage company employees and employee profiles" permission can view availability for a specific employee from the Mobile App by navigating to More > Employees > Employee Name > Availability but will not have the ability to create, delete, or edit availability sets for employees.

To view the details of an individual set, click on it.

Managers require the "Manage Availability" permission to create, edit, approve, decline, or delete availability sets or receive availability-related notifications.

To create availability on behalf of an employee from the Mobile App, click the “+” icon. Managers can only create available sets for employees; they cannot create unavailable sets.

Select whether the availability set will repeat every week or every 2 weeks.

Select when the availability set starts and ends. You can also select "Indefinitely" as the end date, meaning there is no end date for the availability set.

Select the days of availability you request by pressing on the days you want to add. Select the Start and End times of the availability by pressing “+ Add Times.”

You can select multiple days and times within the one availability set if they repeat for the same period.

To create the availability, press the Set Availability button.

A confirmation screen will appear where you can choose to enter a message to your employee. When you are ready to submit, select Confirm. The employee will receive a notification that the availability has been created.

You can request changes to an employee's existing available set. You cannot request changes to unavailable sets.

To request changes to an existing available set, click on the vertical ellipsis icon in the top right-hand corner; this will bring up the Edit Set on the screen.

Select the attribute/s you want to update.

To submit the request, click the Send Request button.

A confirmation screen will appear where you can choose to enter a message to your employee about why you are requesting the change. When you are ready to submit, select Confirm to forward to the employee for approval.

When an employee edits an existing available set, you must approve it before it is considered active (changes to unavailable sets do not require manager approval). Any sets requiring your approval will have a status of Pending approval from management.

To view the availability request, click on the notification from the Notifications tab. This will display the details of the availability set that has been edited.

Click Show Changes to see what changes have been made to the availability set, and any note left by the employee.

At the bottom of the screen are two options: Decline changes and Approve Changes. Simply click the appropriate button to action the request.

If you choose to decline the request, you can add a message to the employee explaining why you chose to decline it. If the request is declined, the availability set will revert to its previous state (before the edit was made).

When creating, editing, or approving an availability set for an employee, the app will check that the availability does not conflict with one of the employee's existing availability sets.

If it does, you will see an error message.