How to create an Availability Exception?

Any Staff Member can create their own Availability Exception via My Staff Account.

Staff with one of the following privileges will have access to the 'Availability' tab of the relevant Staff Account and be able to create an 'Availability Exception' on behalf of that Staff Member:

  • the global 'Team Leader for ALL Services' privilege or the 'Team Leader' privilege at the Site/Service level where the Staff Member works
  • the global 'Human Resources For ALL Staff' privilege or the 'Human Resources' privilege at the Site/Service level where the Staff Member works

This article outlines how to create an Availability Exception.

Audience: All


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


Where can Availability Exceptions be entered?

Staff can either enter their own Availability Exception in My Staff Account or Staff with the relevant privilege can add an Availability Exception for another Staff Member on the Availability tab of that Staff Member's Staff Account.

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Adding an Availability Exception in My Staff Account

To create an Availability Exception for yourself select 'My Staff Account' from the Dashboard menu:

Then navigate to the 'Availability' tab:

Select + Add a new availability exception:

Status

When an Availability Exception is first created it is automatically assigned the Status of 'Pending':

The Status will later update to either 'Approved' or 'Not Approved', once the person with the relevant privileges accesses this Availability Exception via the Availability tab of your Staff Account and completes the approval process.

Type

Select the Type, either 'Unavailable' which reflects the period when you are not available (e.g. personal or annual leave) or 'Available' which reflects a period when you are available, additional to your Standard Availability (e.g. University holidays):

Registered By

SupportAbility automatically enters the Registered By details i.e. the name of the person logged in and the date the Availability Exception is created:

From Date

Using the calendar icon the From Date may be selected:

From Time

Selecting the clock icon opens the Time functionality where the relevant From Time may be selected:

To Date

Using the calendar icon the  To Date may be selected:

To Time

Selecting the clock icon opens the Time functionality where the relevant  To Time may be selected:

Notes

Information regarding the reason for the Availability Exception can be entered in the Notes field to assist the person approving it and the relevant Staff when processing payroll. As this is a shared field where both yourself and the person approving the Exception can enter notes you may wish to add your initials to identify your own:

Once all details have been entered, select the 'Save Staff Account' button:

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Adding an Availability Exception in another Staff Member's Account

To create an Availability Exception for another Staff Member navigate to the Availability tab of the relevant Staff Member's Staff Account:

Select + Add a new availability exception:

A new Availability Exception will open ready for entering the relevant details:

Status

When an Availability Exception is first created it is automatically assigned the  Status of 'Pending':

This can be updated to 'Approved' once all details have been entered if you are the person responsible for approving Availability Exceptions.

Type

Select the  Type, either 'Unavailable' which reflects the period when the Staff Member is not available (e.g. personal or annual leave) or 'Available' which reflects a period when they are available, additional to their Standard Availability (e.g. University holidays):

Registered By

SupportAbility automatically enters the  Registered By details i.e. the name of the person logged in and the date the Availability Exception is created:

From Date

Using the calendar icon the  From Date may be selected:

From Time

Selecting the clock icon opens the Time functionality where the relevant  From Time may be selected:

To Date

Using the calendar icon the  To Date may be selected:

To Time

Selecting the clock icon opens the Time functionality where the relevant  To Time may be selected:

Annual Leave

Enter the relevant number of Annual Leave hours if applicable to the Leave Exception:

Personal Leave

Enter the relevant number of  Personal Leave hours if applicable to the Leave Exception:

Private Notes

Information entered in the Private Notes field is only visible to Staff with the required privileges to access the Availability tab of a Staff Account. Information entered here is not visible to the relevant Staff Member when viewing their Availability Exception via My Staff Account:

Shared Notes

Information regarding the reason for the Availability Exception or any other pertinent information can be entered in the Shared Notes field.  As this is a shared field, your organisation may find it helpful for identifying who has entered the note to precede it with the author's initials: 

Once all details have been entered, select the 'Save User' button:

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How to delete an Availability Exception

It is possible to delete an Availability Exception when the Status is 'Pending' by selecting the rubbish bin icon, located at the end:

Once the Status changes to 'Approved' or 'Not Approved' the rubbish bin icon will be greyed out:

When the greyed out rubbish bin icon is selected, the 'Delete Availability Exception' window will open advising the Availability Exception cannot be deleted:

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