Define unavailability for a team member
Last updated
Last updated
Staff unavailability allows you to mark periods during which a team member (staff) is not available to participate or supervise an activity. Whether it is for a planned absence such as vacation, personal appointments, or training, defining unavailability ensures precise planning and avoids scheduling conflicts.
Access to the feature:
Go to the "Unavailability" section or click on the staff name on the left of your schedule to open their profile sheet.
Adding an Unavailability:
In the staff profile sheet, click on the "Define unavailability" button.
A window will open allowing you to define the details of the unavailability.
Set Details:
Choose whether the unavailability is for a single day or for several days.
Enter the start date of the unavailability and, if necessary, the end date.
Set the unavailability times for each day concerned.
You can also opt for recurring unavailability, for example, every Saturday during a given period.
Backup:
Once all the information has been entered, save the changes by clicking on "add". The unavailability will then be recorded and visible on the staff schedule.
Accurate Scheduling: Make sure to define unavailabilities as early as possible to avoid scheduling conflicts and ensure efficient resource management.
Communication: Inform your team of planned absences to maintain clear communication and prevent misunderstandings.
Issue: Schedule Conflicts: Solution: Always check the global schedule before setting a new unavailability to avoid overlaps with already scheduled sessions.
Issue: Recurring Unavailability: Solution: Be careful when setting up recurring unavailability to ensure that it does not extend beyond the necessary period.
Note: Unavailabilities are visually represented by gray hatches on the staff schedule, making them easier to identify. These hatches can also indicate that the staff is unavailable to your team, while engaged in an activity not visible to you.
The display of the hatching is visually differentiated depending on the user who sets the unavailability (staff or manager). In addition, it is possible to split the unavailability in order to further specify the time slots concerned.
By following these steps and tips, you will be able to effectively manage your staff's unavailability on Yoplanning, thus ensuring optimal planning of your team's activities.