Review and approve availability

You need Workers edit access for decisions. Open Workforce > Availability > Approvals. This list brings outstanding submissions together across periods, so you do not need to search calendar weeks for each worker.

Compare what will change

Select the worker’s row and check their name and date range. Wait until the whole range has loaded before reviewing or approving.

Part of the review	What to check
Worker note	The worker’s explanation, when supplied. Keep it distinct from the office message.
Current availability	The effective existing answer for each date. This can include a later office change or leave entry.
Submitted availability	The worker’s proposed answer. Read every date, including Unavailable and leave. Changed values are emphasised in grape text.
Message to worker (optional)	Your explanation sent with approval or revised hours. It does not replace the worker note or change hours by itself.

For example, Jordan currently has Tuesday 9:00 AM to 5:00 PM approved, but submits 9:00 AM to 12:00 PM for an appointment. Check Tuesday’s roster before agreeing. If you need to propose 10:00 AM to 2:00 PM instead, edit that submitted day, save the day in the review and choose the final action below.

Choose what happens next

Action	Result
Approve	Use when the submitted answer is correct. Saves those hours as approved, subject to any required conflict review.
Approve changes	Appears after you edit the submitted answer. Use when you intend to approve your office changes directly.
Send to worker	Use when the worker must agree to your revised hours. Enabled after an actual hours/leave change. Sending alone does not approve the proposal.
Approve all	Acts from the approvals list on its captured outstanding submissions. Review the scope and affected shifts before confirming.

There is no Reject action in this office review. If the answer needs a different schedule, edit the submitted day and either approve the agreed change or send a proposal. Use Back to approvals if you are not ready to decide.

The worker can Accept changes in the app if they agree to the proposed hours. Acceptance completes the approval. If they change the times instead, they Resubmit for another office review. Changing only the note does not change the acceptance action.

When the roster is affected

If changed hours conflict with assignments, Review affected shifts lists them. Review the list and acknowledge the follow-up before continuing.

A newer actual change to a date can remain effective when you approve a period submission. A note-only edit does not restore older hours. Read any Existing office change or leave still applies. message beside a day.

History and simultaneous changes

Select Approved beside search to include approved submissions. If a submission has changed while you had it open, return to the list and open the latest version. This protects newer responses and office decisions from older open reviews.

If Approve all stops part way through a large selection, refresh the list and retry only the submissions still awaiting approval. Earlier completed groups remain approved.

Next: Assign a worker within approved hours.

Review one submission from start to finish

1. Open Workforce > Availability > Approvals and find the worker. Check their name, date range and submission state before opening the row.
2. Wait for the full date range to load. Read Worker note and compare every Current availability and Submitted availability value.
3. If you need a different answer, select the submitted day, enter both times or the correct leave/unavailable choice, and select Save in that day editor. This stages the change for this review; choose the final review action afterwards.
4. Enter Message to worker (optional) to explain your decision. The message accompanies approval or proposed changes and does not replace the worker’s note.
5. Choose Approve for the submitted answer, Approve changes to approve your edited answer directly, or Send to worker to ask for agreement to your revised hours. Read and acknowledge any affected shifts before confirming.
6. Wait for the saved result, then return to Availability and inspect the actual approved day labels and hours. Approval is complete only when the saved answer is approved, not when you merely saved an edited day in this comparison. If you sent a proposal, wait for acceptance or resubmission. Proposed hours alone do not permit a new assignment.

Dates that are past or no longer editable are read-only in the comparison. A closed collection period can also prevent editing and proposing changes. Use Back to approvals to leave the review and reopen the current record when required.

Approve several submissions

From the approvals list, use Approve all, read Approve N submissions?, and inspect all listed shift conflicts. This acts on the awaiting submissions captured when the confirmation opened, across the list’s periods. It is not a shortcut for checking each person’s answer. Acknowledge the affected-shift follow-up and confirm only after reviewing the scope.

Large selections save in groups of up to 100. Progress shows how many submissions are approved. If processing stops, completed groups remain saved. Use Retry remaining when offered, or refresh and select the remaining submissions. If a worker has revised a submission, open the new version before approving it.