Manage availability

Overview

The Skedulo Plus app allows users to view and manage their availability based on the team’s mobile app settings and the permissions granted by their organization’s administrator.

In the Skedulo mobile app, users can view their current availability schedule and request time off (unavailability) or request more work (availability). Users can also view and manage their pending availability and unavailability requests.

Availability and unavailability

Using the Availability screen, users can request availability or time off, depending on the organization’s settings for mobile users. This is particularly useful for casual or part-time workers who may not be available to work every day of the week or have a flexible schedule.

Unavailability can include sick leave, annual leave, or any other reason why a user is not available to work.

By default, the following unavailability types can be used in the Skedulo mobile app:

• Sick
• Leave
• Occupied

Availability can be added for overtime or weekend shifts, or any other availability category configured by the team administrator.

By default, users can request the following availability types:

• Overtime
• Weekend shift

Manage unavailability

Request unavailability

To view your availability and request time off (unavailability) in Skedulo Plus, do the following:

1. In the Skedulo Plus mobile app, tap Availability on the navigation bar.

   This shows the availability calendar with your current availability.

   

2. Tap the + button in the top right corner of the screen to create a new request.

3. Tap Unavailability request to open the request form.

4. Complete the details of the unavailability request. The fields are as follows:

   • Unavailability type: Select the type of unavailability from the drop-down list.

   • All day: Toggle this option if the unavailability is for the whole day. By default, this is On. Toggle this option Off to select the start and end times of the unavailability.

   • Start date or Start date and time: Select the start date of the unavailability. If you are not requesting to be made unavailable for the entire day, select the start time for the period of time off as well.

     

   • End date or End date and time: Select the end date of the unavailability.

   • Notes: Enter any notes about the unavailability.

5. Tap Save to submit the unavailability request.

View and manage unavailability requests

To view and manage your unavailability requests in the Skedulo Plus mobile app, do the following:

1. In the Skedulo Plus mobile app, tap Availability on the navigation bar.

2. Tap Manage to open the unavailability requests screen.

   By default, the screen shows all upcoming unavailability requests. To filter requests by their status or to view past requests, tap the Filter button in the top right corner of the screen.

   

3. When requests are approved or denied by schedulers or administrators, the request will automatically update in the Skedulo mobile app. The status of the request will change to Approved or Denied.

   

4. To view the details of a request, tap the request in the list. This shows the details of the request, including the status, the dates and times of the unavailability, and any notes.

5. To delete an unavailability request, tap the request in the list, then tap the Options () menu button.

6. Tap Delete request.

   When prompted, tap Confirm to confirm the delete request. This will remove the request from the list.

   

Manage availability

Request availability

To view your availability and request more work in Skedulo Plus from the Availability button on the app navigation bar, do the following:

1. In the Skedulo Plus mobile app, tap Availability on the navigation bar.

   This shows the availability calendar with your current availability.

   

2. Tap the + button in the top right corner of the screen to create a new request.

3. Tap Availability request to open the request form.

   

4. Complete the details of the availability request. The fields are as follows:

   • Availability type: Select the type of availability from the drop-down list.

   • All day: Toggle this option if the availability is for the whole day. By default, this is On. Toggle this option Off, to select the start and end times of the availability.

   • Start date or Start date and time: Select the start date of the availability. If the availability is not an all day availability, select the start time as well.

     

   • End date or End date and time: Select the end date of the availability.

   • Notes: Enter any notes about the availability.

5. Tap Save to submit the availability request.

Edit a pending availability or unavailability request

While an availability or unavailability request is pending, you can edit the request. To edit a pending request, do the following:

1. In the Skedulo Plus mobile app, tap Availability on the navigation bar.

2. Open the pending request that you want to edit.

3. Tap the Options () menu button.

   

4. Tap Edit request.

5. Make the changes to the request, then tap Save to submit the changes.

Create and manage recurring availability

Recurring availability allows you to create a pattern of availability that repeats over a period of time. This is useful for users who have a regular schedule, such as part-time workers who work the same hours every week.

Once mobile users are allowed to create and manage their own recurring availability, a Manage tab is included in the Availability screen in the Skedulo Plus app.

The Manage tab shows any existing recurring availability patterns you are assigned to. You can view the details of each pattern, including the start and end dates, and the days of the week the pattern repeats, by tapping the recurring availability pattern card.

Prerequisites

To create and manage recurring availability, an Administrator must enable the Allow resources to create their own recurring availability (Skedulo Plus only) option in the web app admin settings.

Create a new recurring availability pattern

To create a new recurring availability pattern, open your Skedulo Plus mobile app and follow these steps:

1. Tap the plus button() in the top-right corner of either the Agenda or Availability screen.

2. Select Recurring availability from the Create new menu.

   

3. In the Set my availability form, provide a name for the recurring pattern of availability, then select a start date for the first day of the pattern from the date picker.

   

   Tap Done to save the start date.

4. (Optional) Provide an end date for the pattern. If no end date is provided, the pattern will repeat indefinitely until it is manually deleted.

5. Select the days of the week the pattern repeats by tapping the days in the Weekly Pattern section.

6. Set up available times for each day of the week.

   By default, availability for selected days is set to All day. Un-toggle the All day switch to set specific start and end times for availability. You can add up to four time segments per day. Each time segment can not overlap with the others.

   

   a. Tap the time input fields to use the time picker to set the start and end times for the availability.

   b. (Optional) Tap Add another time to add more time segments if needed.

   You can remove any time segment by tapping Remove.

   c. Tap Done.

7. Repeat the previous step for other days in the pattern that require specific start and end times.

   Tip

   To set the same start and end times for multiple days in the pattern, uncheck the other days in the pattern, then re-select them to apply the same times.

8. By default, patterns are set to repeat weekly. To change the frequency of the pattern, tap drop-down menu for Repeats every, then select the desired frequency from the list. Options are Week, Two Weeks, or Four weeks.

   

   Tap Done to save the frequency.

9. Tap Save to create the recurring availability pattern.

The pattern will be added to the Manage tab in the Availability screen, and a green banner will appear at the bottom of the screen to confirm the pattern has been saved successfully.

Note

When creating a recurring schedule, the mobile app uses the timezone of your resource region (set by administrators or schedulers), regardless of your device’s current timezone.

For example, if your device is set to AEDT because you’re in New South Wales (AEDT), but your resource profile’s region is set to Brisbane (AEST), a notification will appear indicating that AEST will be used.

Edit or delete a recurring availability pattern

Users can edit or delete recurring availability patterns they have created.

To edit or delete a recurring availability pattern, follow these steps:

1. In the Skedulo Plus mobile app, tap Availability > Manage.

2. Tap the recurring availability pattern card you want to edit or delete.

3. (Option) To edit the pattern, tap the Options () menu button, then select Edit recurring availability.

   The pattern will open in the Set my availability form, where you can make changes to the pattern. Tap Save to save the changes.

4. (Option) To delete the pattern, tap the Options () menu button, then select Delete recurring availability.

   A confirmation dialog will appear. Tap Yes, Delete to delete the pattern.

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