To help with your Rota planning, you can easily set up a system that allows employees to request not to be rostered on specific days. You are basically asking staff to share their unavailability before building your Rotas. This is achieved by creating an Unavailable Absence Reason for employees to use to make such requests.
This guide will look at:
Although this step is not essential, it’s good practice to create an Absence Type to solely handle Unavailability. This will keep things separate from other Absences.
This step will allow employees to choose the Unavailable Absence Reason when logged in to Self Service.
This is done in the same way an employee would request holiday via Self Service.
The Unavailable request will not affect the employee’s holiday balances, as the Absence Type is set to ‘0’ days.
Once the employees have made their Unavailable requests, you need to utilise both the Availability Screen and the Rota in order to plan your staff scheduling.
Unavailable requests sit in the Availability Screen. ‘Grant’ the requests in the usual way.
Move to the Rota and select ‘Show Absences’ in ‘Options, Filters & Preferences’. The granted Unavailable absences now show in the Rota, making it easier to allocate shifts around them.
You may still need to refer back to the Availability Screen to assist with your staffing levels.
This example image shows the Rota before and after shifts have been allocated.
Unavailable absences that have been granted will show on an employee’s Timesheet. However, as no time is associated with the absence, their hours will not be affected in any way.
Action holiday requests from your team.
Shift Rules are the building blocks of a Rota - use them to create your schedule.