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How to use Contracted availability for employees
How to use Contracted availability for employees

Mark specific days or periods in which you have agreed with your employee to work and use it as a guide for accurate scheduling.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🔓 Access level in Planday: Administrator.

🌐 Subscription plan: Any.

⏱️ Reading time: 2 min.

ℹ️ Important read:

  • Contracted availability is different from regular availability settings. Employees use availability settings to indicate when they prefer to work, but Contracted availability reflects agreed working hours based on their contract.

  • Are you an employee? See how to indicate your availability wishes.

What is Contracted availability?

The Contracted availability feature in Planday lets Admins and Schedule managers set specific days or time intervals when an employee is expected to work, based on their contract or agreed terms. This helps align scheduling with agreements, ensuring clarity.

This availability appears as a label when scheduling, but employees can still be scheduled outside these hours if needed.

How to set an employee’s Contracted availability

To add or update an employee’s Contracted availability, go to People > Employees and select the employee’s name. In the quick edit menu, click Add under Contracted availability.
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This opens a window where you can define the specific days and times the employee is expected to work.

For example, an employee might be scheduled for:

  • Mondays & Tuesdays: 9 AM – 5 PM

  • Wednesdays & Thursdays: 10 AM – 6 PM

  • Fridays: 8:30 AM – 4:30 PM

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You’ll also need to set a Valid from date, which ensures their availability is displayed correctly whether their agreement changes over time or you’re planning a future adjustment.
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Using Contracted availability on the Schedule

When assigning a shift in the Schedule, a green symbol will appear if an employee has Contracted availability. Hover over it to see their agreed working hours.
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Read more in the article Schedule based on Availability preferences.

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Even with the Contracted availability added to an employee, the schedule manager can still schedule employees outside these hours when needed.

See related articles:

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