Availability and leave

Open Workforce›Availability to see when your support workers can work. The page brings the team calendar, collection settings and submission reviews together.

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Two views, one agreed schedule

• Availability shows approved hours and leave by worker and day. Move between collection periods, then between weeks within a longer period.
• Approvals shows submissions needing office review across all periods. Select Approved beside search to include approved history.

The summary at the top shows Workers, Awaiting approval and Approved. The approval count can include submissions outside the period currently shown in the calendar.

Start with employment type

Availability is for support workers. Set Employment type on each worker’s Details tab, even if you do not use Payroll.

Worker	How hours are collected
Casual	Request a collection period, then review the worker’s submission.
Full time or part time	Set regular weekday hours in the office. Workers can submit future changes for review.
Needs setup	Set employment type before managing the worker’s hours.

Find the worker and the date

1. Stay on Availability for the team calendar. Use the arrows or calendar picker to choose the collection period; read the start and end dates above the table. Within a longer period, move to the week containing the intended shift.
2. Use Status to narrow the workers by collection state, or Search to find a worker by name. Clear these controls before checking whole-team coverage.
3. Read across the worker’s row to the actual shift date. A worker’s row status describes their response; the day’s saved hours determine whether a particular shift fits.
4. Select an editable future day to enter office hours or leave. To review a submitted period instead, switch to Approvals and open its row.

For example, Jordan’s row can say Approved while Tuesday shows 09:00 - 17:00. A Tuesday 10:00 AM visit fits those hours; a visit starting at 8:00 AM does not. An All day Monday answer does not supply Tuesday’s missing hours.

Read the day labels

Label	Meaning
A time range	Approved hours. Older overnight records can show (+1 day); new timed entries must finish later on the same day.
All day	Availability covers the whole day.
Unavailable	The worker cannot work that day.
Annual leave or Sick leave	Leave applies to that date.
Not set or Not submitted	Hours have not been supplied or approved for that day.
Awaiting approval	A submission still needs review. It is not permission to book new hours.

Work through the cycle

1. Set collection settings and request casual availability.
2. Ask workers to respond in the mobile app.
3. Review submissions and agree changes.
4. Record regular hours or leave where needed.
5. Assign and publish shifts within approved hours.

The worker profile’s Availability tab is a read-only summary. Make office changes here on the workforce page.

If a message blocks a request or assignment, see the Availability messages and Scheduling messages in the troubleshooting reference.

Before the first roster

You need Workers read access to see Availability and Workers edit access to request, edit or approve hours. Collection setup additionally needs Settings edit access. If an expected action is missing or read-only, have an authorised workspace administrator check your role.

1. Add the support worker and set their employment type. For a worker who will respond on their phone, complete their account access first.
2. For a permanent worker, save regular weekday hours. For a casual worker, configure collection and request a period.
3. Review the response in Approvals. Check every day needed for the roster, including approved unavailable dates.
4. Return to the calendar and verify the actual approved hours for the shift’s whole interval. A status count alone does not establish coverage.
5. Open Scheduling and assign within those hours. Publication and any Required shift acceptance are later, separate steps.

A pending request or proposed change does not remove existing assignments. Approval can release eligible conflicting future assignments and leave protected work for office follow-up. Review that effect before saving changed hours.