Key Points

Staff availability helps managers understand when staff are available or unavailable to work.

Availability can be viewed directly from the staff profile or within shift details.

Availability warnings appear when creating shifts.

Availability does not prevent shifts from being assigned.

The Who’s Working tool helps identify available staff when filling shifts.

Organisations may choose to control whether staff can edit their own availability.

Viewing Staff Availability

Staff availability can be viewed from the Roster Schedule.

To view availability for a staff member:

1. Locate the staff member on the left-hand side of the roster.

2. Click on the staff member’s name.

3. Open the Staff Availability tab.

This section displays the availability that the staff member has submitted.

Availability typically includes:

Days they are available to work
The times they are unavailable
Recurring availability patterns

This information helps managers make informed rostering decisions.

Staff Editing Their Availability

Staff can sometimes update their own availability depending on system permissions.

Within the Staff Availability tab, you will see an Allow Edit toggle in the top-right corner.

If the toggle is active, staff can modify their own availability.

However, it is important to note that availability changes do not automatically notify the rostering team.

Because of this, many organisations prefer to:

Restrict staff from editing their availability directly

Instead, request availability changes through an internal process

This ensures the rostering team remains aware of any availability changes.

Availability Warnings When Creating Shifts

When creating a shift for a staff member, FlowLogic checks their availability.

For example:

If you create a shift for Tuesday from 8:00 AM to 4:00 PM, the system may display a warning if the staff member is unavailable during part of that time.

This alert helps you identify potential conflicts.

Viewing the Availability Overview

If a warning appears, you can review the staff member’s availability in more detail.

Inside the Shift Details screen, select the Availability Overview button in the top-right corner.

This view displays:

Unavailable times
Availability blocks
Potential conflicts with the proposed shift

Using this overview helps you adjust the shift if necessary.

For example, if the staff member is unavailable after 1:00 PM, the shift could be adjusted to finish earlier.

Assigning Shifts Outside Availability

Even if a staff member is marked as unavailable, FlowLogic still allows you to assign the shift.

This flexibility is intentional and ensures managers can schedule staff when required.

This means:

Staff do not need to constantly update their availability for one-off shifts.

Managers can still assign urgent or necessary shifts.

Availability should therefore be treated as a guideline rather than a strict restriction.

Finding Available Staff

When filling a shift, the Who’s Working section can help identify suitable staff members.

To access this feature:

1. Scroll to the Who’s Working section in the shift details.

2. Click Add Staff.

A panel will appear displaying all staff members.

Under each staff name, FlowLogic indicates whether the staff member is:

Available
Unavailable

This allows managers to quickly identify staff who may be able to work the shift.

Additional Staff Filters

Within the staff selection panel, additional tabs help identify scheduling conflicts.

These tabs include:

Staff with overlapping shifts

Staff who are currently on leave

These filters help ensure shifts are assigned to staff who are realistically able to work them.

Saving the Shift

Once you have selected the appropriate staff member and finalised the shift details:

1. Click Save in the bottom-right corner.

2. Complete the remaining shift creation steps.

The shift will then appear on the roster.

Summary

Staff availability in FlowLogic helps managers understand when staff members prefer to work and when they may be unavailable.

Availability can be viewed from the staff profile or shift details, and warnings will appear if a shift overlaps with unavailable time.

However, availability does not prevent shifts from being assigned, giving managers flexibility when building rosters.

Using the Availability Overview and Who’s Working tools helps ensure shifts are assigned to suitable staff while maintaining efficient roster management.