Regular hours and leave

Edit a day, repeat permanent hours when appropriate and review affected shifts.

Last updated · 10 November 2026

You need Workers edit access. Use Workforce > Availability for office changes. The calendar on a worker’s profile shows the result but is read-only.

Open a day

Find the worker and select the day to change. Past dates are read-only. If the worker shows Needs setup, set their employment type first.

Set hours or leave

Check the worker name and date before editing. The time controls offer quarter-hour choices and accept typed times; check the separate AM/PM choices.

Control	What to enter	Saved meaning
Start time and End time	Both times, for example 9:00 AM and 5:00 PM.	The worker is available only within that interval.
Both times blank	Clear both fields and leave the absence choices off.	All day availability. Blank fields here do not mean an unanswered date once saved.
Unavailable	Select for a day the worker cannot work and is not taking recorded annual or sick leave.	An approved answer with no available hours.
Annual leave / Sick leave	Select the actual leave type. The time fields become disabled.	A structured leave record, separate from ordinary unavailability.

For a one-day appointment, enter the hours the worker can actually work that day. For a full day of sick leave, select Sick leave rather than deleting a regular pattern or leaving the day unanswered.

Choose whether hours repeat

Full-time and part-time workers have Repeat every [weekday], unchecked when the editor opens. Leave it unchecked for that date only. Select it explicitly to change regular hours for that weekday from that date forward. Leave does not repeat through this choice.

Save

Select Save. Office day edits are saved and approved. If assignments fall outside the changed hours, Review affected shifts opens. Review the list, acknowledge the required follow-up and select Save and approve to confirm.

Time ranges must finish on the same day

Check AM and PM. An entered end time must be later than the start time on the same day. Otherwise you see End time must be later than start time on the same day. Use All day where appropriate. Older overnight records can still appear with (+1 day); this does not allow a new overnight timed entry. For an overnight shift, check approved coverage on both dates in the shift’s timezone.

Priya’s Friday availability editor shows 9:00 AM to 2:00 PM, leave choices and Save. — 1Enter the start and check AM or PM: 9:00 AM in this saved example.
2The end must be later on the same date: 2:00 PM here.
3Unavailable, Annual leave and Sick leave are different choices.
4Save commits an office edit; no change is saved in this example.
Priya’s casual-worker editor opens with her saved Friday 9:00 AM to 2:00 PM hours. Leave choices are off. Opening this editor did not save a change; permanent workers have an additional repeat choice.

Casual hours and worker requests

A one-day office edit does not complete a casual worker’s whole period submission. Continue to request the period and review their response.

Workers can submit future changes, including leave requests where available, in mobile Availability. The office reviews those requests before approving the new hours or leave.

Follow up existing shifts

Approval unpublishes and unassigns safe future assignments that conflict with the new hours. The shift slots and participant allocations remain for you to arrange cover. Assignments with recorded work, or whose start time has passed, stay assigned and require office follow-up.

Example: regular Mondays with one exception

Suppose a part-time worker normally works Monday 9:00 AM to 5:00 PM. Open the first applicable Monday, enter those times, select Repeat every Monday and save. Then open a later Monday when they are available only until noon. Enter 9:00 AM to 12:00 PM, leave Repeat every Monday unchecked and save. Check both that date and the following Monday: the exception should not become the regular pattern.

Build a permanent weekly pattern

Open a future Monday for the worker and enter their normal Monday hours.
Select Repeat every Monday and save. Review any affected shifts before confirming.
Repeat this process separately for Tuesday and each other weekday the worker normally works. Updating Monday does not fill the rest of the week.
Navigate to a later week and check the resulting approved pattern. Record approved unavailable days deliberately where needed.

For a one-date exception, reopen the date, leave Repeat every [weekday] unchecked and save the changed hours or leave. The unchecked default prevents an accidental permanent change. Check a later date of the same weekday afterwards to confirm the regular pattern is still appropriate.

Correct an office entry

Reopen the future date and compare the current saved hours before changing them. Clear both time fields for All day; do not leave only one field filled. Select the actual leave type for leave instead of replacing it with ordinary Unavailable. Save and check Availability saved and approved. and the updated day label.

If the record changed while you were editing, refresh, reopen the day and review the latest worker response or office decision. If the hours release future assignments, arrange cover from the remaining slots in Scheduling. The approval does not find replacement workers for you.