Viewing and exporting your employee's availability
Availability is the main way your employees, particularly casual employees, can communicate when they are unable to work. This helps ensure you don't roster your employees when they are unavailable.
There are 2 types of availability:
- Ongoing availability - This sets your employees' regular hours and remains in effect until updated (e.g., working around a uni schedule).
- Once-off availability - This is similar to a leave request, as it sends an application for approval by an admin for occasional ad hoc absences (e.g., uni exams, holidays).
If you are looking to keep an on-hand record of your employees' availability, you can export your employees' availability. The process depends on the type of availability you want to export, which determines where to go in your platform.
In this article, we will cover:
- Exporting an employee's current ongoing availability
- Exporting employees' once-off availability requests
You can read more about managing the different types of employee availability here, or learn more about availability and rostering here.
Ongoing availability is used by employees to inform other permanent commitments. This is commonly used for things like university timetables, childcare arrangements, sporting commitments or other employment.
This availability type doesn't require manager approval, as once employees submit ongoing availability, it stays as such until they alter it from this normal pattern.
Hot tip: When you export an employee's ongoing availability, it reflects their current status. It does not account for any future changes or their availability at a later date. You can view an employee's future availability using the 'Leave and unavailability' display option from the roster.
To export Ongoing availability:
- Navigate to People > Approved People.
- To export specific employees, you can either:
- Select employees - Either individually, or select all on the first page by using the checkbox in the blue bar.
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Apply a filter - This can be useful for filtering by location, or filtering just for your casuals.
Warning: When using the filter option, you will notice a field labelled 'Availability Between'; this is related to the legacy availability feature. Do not select this when applying a filter, as it is incompatible with Ongoing availability.
- Select Bulk Actions > Export All Filtered/ Selected.
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From the Export CSV drawer, select the information you wish to export. At a minimum, you'll want Employee ID, Full Name, and the entire Availability section.
- If this is a regular report, we would advise saving this as a template for future use. When ready, scroll to the bottom and select Export CSV.
Employees use Once-off availability to request a specific day or period of time off. This is commonly used for things like uni exams or holidays. This availability type is a request and requires a manager's approval.
To export Once-off availability:
- Navigate to Time & Attendance > Time Off, then from the top-right, select Availability.
- Use the available filters to locate the availability requests you're looking to export.
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In the top-right, select Export.
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Choose the fields you want to include in your export. If this is a regular report, we would advise saving this as a template for future use, this can be done by selecting Addtional Options.
- When ready, select Export CSV.