Availability settings: approval, notice, horizon and preferences

Availability settings decide how your team shares when it can work. They apply to the whole team, with exceptions for individual people. They do not replace your leave process and do not change shifts that already exist.

Where to find them

Open Team, go to the Availability tab and click the gear at the end of the toolbar. Only owners and admins can change these settings. The Logs tab in the same dialog shows every change to them, who made it and when.

Changes to actual availability

Everyone's availability starts from the working times on their contract. This setting decides who can change it from there. The contract itself never changes.

• Colleagues request, a planner approves. The default. People send a request from My Schedule, and a planner approves or declines each date before anything changes.
• Colleagues set it themselves. Changes take effect as soon as they are saved. Planners see them in the Changes view, newest first.
• Only planners change availability. People see their availability in My Schedule but cannot send requests. Suited to teams with agreed attendance, where hours are settled with a manager rather than entered by staff.

Switching rules never undoes anything. Changes already made stay as they are, and requests that are still waiting stay in the list until a planner decides them.

Person exceptions

Open Person exceptions under the three rules to put individual people on a different rule from the team: for example, let shift leaders set their own availability while everyone else needs approval. Remove a person from an exception to put them back on the team rule.

Week starts on

Monday or Sunday. The grid's columns, the week picker, the Changes view and the weekday toggles in the editor all follow it. Choose Sunday if your planning or pay week starts then.

Notice

How many days before the first changed day a request should arrive, from 0 to 90. The default is 7. A request with less notice is still allowed: it is marked Late so the planner sees it, and people are told before they send. Preferences are never marked late.

Horizon

How many months ahead availability or a preference can be entered, from 1 to 24. The default is 12. It applies to planners and colleagues alike.

Preferences

When preferences are on, people can say which of their available hours they would prefer to work or not work. A preference never changes availability and never needs approval, whichever rule your team uses. Turning preferences off hides them from planning; saved preferences stay in history and come back if you turn them on again.

Your view

Row density, Comfortable or Compact, only changes how the availability week looks for you on this browser.

Next steps

Learn the week grid, requests and editing in Team › Availability, and send your team how to set your availability for the My Schedule side.