Staff Availability
Staff availability lets you track when team members are available to work. Set recurring weekly patterns and one-off blocks to ensure you only schedule people when they can actually work.
Types of Availability
Type |
Description |
Examples |
|---|---|---|
Recurring |
Same pattern every week |
"Available Mon-Fri 7am-5pm" |
One-off Block |
Specific dates unavailable |
"On leave Dec 20-27" |
Setting Recurring Availability
Open staff profile
Go to Availability tab
Click "Set Recurring"
For each day:
Toggle Available/Unavailable
Set available hours (if partial day)
Save
Example Recurring Pattern
Day |
Availability |
|---|---|
Monday |
7:00 AM – 5:00 PM |
Tuesday |
7:00 AM – 5:00 PM |
Wednesday |
7:00 AM – 5:00 PM |
Thursday |
7:00 AM – 5:00 PM |
Friday |
7:00 AM – 3:00 PM |
Saturday |
Unavailable |
Sunday |
Unavailable |
Adding One-Off Unavailability
For holidays, appointments, or other specific dates:
Open staff profile
Go to Availability tab
Click "Add Unavailable"
Set date range
Enter reason (optional but helpful)
Save
💡
Tip: Add reasons for unavailability — "Annual Leave", "Medical", "Personal" — to help with planning and records.
Staff Requesting Time Off
Staff can request unavailability themselves:
Staff logs in
Goes to My Schedule
Clicks "Request Time Off"
Submits dates and reason
Manager receives notification
Manager approves or declines
Approved requests automatically block availability.
Viewing Availability on Roster
When building the roster, availability shows as:
Green cells — Available, can be scheduled
Yellow cells — Limited availability (partial hours)
Red cells — Unavailable, shouldn't schedule
Hover over a cell for details.
Scheduling Conflicts
If you try to schedule during unavailable time:
Warning shown
Options: Proceed anyway, or cancel
ℹ️
Note: You can override availability if needed, but CloudRent Pro warns you so you can make an informed decision.
Availability Preferences
Beyond strict unavailability, record preferences:
Preferred hours — "Prefers mornings"
Preferred days — "No Saturdays if possible"
Maximum hours — "Max 30 hours/week"
Preferences don't block scheduling but provide guidance.
Bulk Availability Updates
Update multiple staff at once:
Go to Staff → Availability
Select multiple staff
Click "Set Unavailable"
Enter dates (e.g., public holiday)
Apply to all selected
Tips for Managing Availability
📝 Capture Early
Get staff availability when they join. Don't discover constraints on roster day.
💰 Update Regularly
Encourage staff to keep their availability current.
📂 Plan Around Leave
Check for upcoming leave before building rosters.
🎯 Respect Boundaries
If staff are unavailable, there's usually a reason. Respect it.