SortScape also allows you to maintain an employee roster so you know who is available to be added to the schedule on any given day. To show up on the roster, an employee needs to:
Be added to the system as an employee.
Have the "goes on jobs" checkbox ticked on their employee profile.
Use roster availability for employee availability, not crew changes
Roster availability is best used when an employee really cannot work on a certain day, such as annual leave, sick leave, or a regular day they do not work. It prevents that employee from being scheduled on that day.
It does not change which crew is assigned to a recurring jobrun. If you are trying to replace one crew with another crew for future repeating visits, do not use roster availability as the main workaround. Instead, move the visits to the jobrun for the crew you want and click Apply to all future visits in this series when prompted. See How to Effectively use Crews in Job Management.
Mark an employee unavailable
SortScape assumes employees are available to be scheduled every weekday. However, employees sometimes go on holidays, call in sick, only work part time, the business is closed, it is a public holiday or it rains.
Unavailable employee example
Let's say Mark is planning a 3-day weekend and has asked for Monday off. In this case you’ll want to mark him on "annual leave" for Monday so you don't accidentally schedule him for a job run.
To mark Mark as being on annual leave:
Go to the “Roster” tab at the top of the screen. You’ll see a weekly view of the roster.
Find Mark in the list.
Go to the column for Monday and choose the "annual leave" option from the dropdown.
This will automatically make him unavailable on that day so he doesn’t get scheduled for a job run.
To make Mark available again click the “x” in the “annual leave x” lozenge.
Manage custom unavailable options
If you need options beyond the standard ones (e.g. RDO, TOIL, Training, Jury Duty), admins can add custom options:
On the Roster page, click the ellipsis (⋯) next to "Add employee".
Select "Manage unavailable options".
Enter one option per line (up to 10 options, 50 characters each).
Save.
Custom options appear in the dropdown after the standard options.
Repeating Unavailability
Sometimes your staff are not available to work every day of the week. For example, you might have employee students or other part-time staff who don't work full time. In those cases, you can set weekly repeating unavailability for those employees.
If Mark in the example above is not able to work on Fridays, you can go to the roster and:
Find Mark in the list
Go to the column for Friday and choose the "Unavailable" option from the dropdown. ("Unavailable" is the only option that can repeat)
When you select "unavailable" you should see a pop-up asking whether to:
Apply to this Friday only or
Apply to this and every future Friday
If you choose "This and every future Friday" then Mark will be set to unavailable to every Friday going forward.
Repeating unavailability only controls whether that employee can be scheduled on those days. It does not remove or replace the crew on a recurring jobrun.
