Define unavailability for a team member
The unavailability of staff makes it possible to mark periods during which a member of the team (staff) is not available to participate in or supervise an activity. Whether for a planned absence such as leave, personal appointments, or training, defining unavailability ensures precise planning and avoids scheduling conflicts.
How to Define Unavailability
Feature access:
Go to the "Unavailability" section or click on the staff name on the left of your schedule to open their profile sheet.
Added Unavailability:
In the staff profile sheet, click on the “Add unavailability” button.
A window will open to allow 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.
Define 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. Unavailability will then be recorded and visible on the staff schedule.
Tips for Use and Best Practices
Precise Scheduling: Make sure to define downtime 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 any misunderstandings.
Handling Common Errors
Schedule Conflicts: Always check the overall schedule before defining a new unavailability to avoid overlaps with already scheduled sessions.
Recurring Downtime: Be careful when configuring recurring downtime to ensure that it does not extend beyond the necessary period.
Unavailability is visually represented by gray hatching on the staff schedule, making it easier to identify. Note that these hatches can also indicate that staff is unavailable to your team but engaged in an activity not visible to you.
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.
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