Availability gives you all of the information you need to schedule available employees for every shift. It will help to reduce the number of shift swaps, no-shows, and managerial stress related to building a schedule that will work for your business. 

This is how Availability works:

  • Employees register their Availability from the mobile app or desktop

  • Employees' Availability is shown on the schedule: green for available, red for unavailable

  • Managers use the information to build schedules that accommodate the employees in the best way possible

As a manager, you can still schedule employees for when they're unavailable, but Availability provides you with useful information.


How do employees register their Availability in the Planday app

To set Availability via the Planday app, launch the app and navigate to More > Availability > press Edit > select the days you wish to mark > Mark your availability by pressing Available or Unavailable > press Done.


💡When setting Availability, employees can add comments to give managers more context.

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How do employees register their Availability from a desktop computer

To set your Availability via Planday for desktop, navigate to your Planday portal and go to Home > Your Availability > press Edit all > select the days you wish to mark > Mark your availability by selecting Can work or Cannot work.


💡We recommend registering Availability from the app, as it is more user friendly than from a desktop computer.

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Using Availability when scheduling

When you create a shift and employees have registered their Availability, you'll see their status when you're working on the schedule.

As a manager, it is your decision to adjust the schedule to your employees' availability, and sometimes you might find yourself in situations where it just isn't possible to accommodate every wish.

Available employees are shown with a green thumbs-up next to them. Employees who have set themselves as Unavailable are shown with a red thumbs down.

If the employees have added a comment, that will also show up when scheduling.


Changing options and intervals for Availability

If you don't get the information you need when employees choose between the options Available and Unavailable, you can change to one of the other available options. Start by going to Settings > Schedule > Swap & Availability > Availability. Here you can set Availability by:

  • Intervals

  • Select start and end time

Intervals: You can set up the intervals employees can choose from when marking their Availability.


Select start and end time: This option will let your employees select a start and end time for when they're Available or Unavailable for each day.

Set up Custom Availability settings

In this example, the employer wants to capture further information from the employees such as their availability to work night shifts. This can be configured by selecting Intervals under Available options from the Swap and Availability settings page.

Employees will then be prompted to select from these interval options when they mark their availability.


Still have questions? Reach out to our support team via chat if you need help regarding this feature.

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