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Availability Management

The Availability Management page gives you a clear view of when each team member is available to work. Set recurring weekly patterns, add onetime exceptions ...

Written by Ryan VanVuren

The Availability Management page gives you a clear view of when each team member is available to work. Set recurring weekly patterns, add one-time exceptions for special circumstances, and use this information to build smarter schedules.

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The Availability Management page showing all employees with their weekly availability grid.

Getting There

Navigate to Scheduling > Availability from the admin sidebar, or use the side navigation panel on any scheduling page and click Availability.

Interface Layout

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Area

Purpose

Filters

Filter by position or search by employee name

Availability Grid

Table showing each employee's availability for every day of the week

Legend

Color codes: Available (green), Unavailable (red), Preferred (blue)

Side Navigation

Quick links to other scheduling pages + Quick Actions

Understanding the Grid

The main table lists every active employee with columns for each day of the week (Sun-Sat):

Symbol

Meaning

Green block

Available — employee can work during these hours

Red block

Unavailable — employee cannot work

Blue block

Preferred — employee prefers to work these hours

- (dash)

No availability set — treat as fully available by default

Each cell shows the time range when set (e.g., "9a-5p"), or a dash if no availability has been configured.

Filtering Employees

By Position

Use the Filter by Position dropdown to show only employees with a specific role.

By Name

Type in the Search Employee field to quickly find a specific team member.

Editing Availability

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Setting Recurring Availability

  1. Click the edit button on an employee's row

  2. For each day of the week, set:

    • Available with start and end times

    • Unavailable (blocked for the entire day)

    • Preferred with start and end times

  3. Click Save to apply the recurring pattern

Tip: Recurring availability repeats every week automatically. You only need to set it once.

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Adding Exceptions

Exceptions are one-time overrides for specific dates (e.g., a doctor's appointment, a vacation day).

  1. Click the edit button on an employee's row

  2. Navigate to the Exceptions section

  3. Click Add Exception

  4. Select the date

  5. Set the availability for that date

  6. Add an optional note

  7. Click Save

Tip: Exceptions always take priority over recurring patterns.

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Manager-Initiated Time Off

Use the Quick Actions section in the side panel to create time-off directly:

  1. Click Create Time-Off

  2. Select the employee

  3. Choose the dates and time-off type

  4. Add notes if needed

  5. Submit

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Using Availability in the Schedule

Availability data integrates directly with the Schedule Calendar:

  • Overlay: Enable the Availability overlay on the calendar to see availability patterns while scheduling

  • Conflict warnings: The system warns you when scheduling an employee outside their available hours

  • AI scheduling: The AI schedule generator uses availability data to create conflict-free schedules

Best Practices

  • Encourage employees to keep availability current — Outdated availability leads to scheduling conflicts

  • Use the mobile app — Employees can update their own availability from the BuyerKiosk Team app

  • Review before scheduling — Always check the Availability overlay before building next week's schedule

  • Use exceptions for temporary changes — Don't modify recurring patterns for one-off situations

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