How to approve Staff Availability Exceptions

Staff Members with the required privileges can approve Staff Availability Exceptions from the Dashboard (provided this Dashboard Portal has been configured), or by using the Staff Availability Exception Search Report. 

This article outlines how to approve Staff Availability Exceptions using each of these methods. 

Privileges: 

  • The Team Leader and/or Human Resources privilege is required to approve Availability Exceptions from the Staff Members Availability tab in their Staff Account
  • The 'Human Resources for ALL Staff' privilege is required to use the Staff Availability Exception Search

Audience: HR Specialists, Team Leaders


Summary

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


Identifying Availability Exceptions Pending Approval

Staff Availability Exceptions that are Pending Approval can be identified from the 'Staff Availability Exception' Dashboard portal, or by using the Staff Availability Exception Search. 

Dashboard

When the 'Staff Availability Exceptions' Dashboard portal has been configured for your organisation, or by the individual (in cases where the Dashboard is configurable by each individual Staff Member), Staff Availability Exceptions that are Pending Approval for the Staff Members who work in the Sites and Services that you have the Team Leader or Human Resources privileges for: 

The Availability Exceptions displayed here are in amber to indicate they are pending approval. The information displayed includes the Staff Members name, a link to the Availability tab in individual's Staff Account, the Type of Availability Exception this is i.e. 'Unavailable' (highlighted in red), or 'Available' (highlighted in green), the From and To dates and times, the Availability Exception is for, as well as any Notes that have been entered by the individual about this for consideration. 

It is important to note that there may be some Staff Members in this list that may not be your direct reports due to how these appear based on the privileges and access that you have been granted. 

The Availability Exception is approved from the Availability tab in the individual's Staff Account, as outlined below. 

Return to Summary


Staff Availability Exceptions Search

Where an individual has 'Human Resources for ALL Staff' privilege, a Staff Availability Exceptions Search can be generated to proactively search for Availability Exceptions Pending Approval. 

Navigate to the Reports menu: 

Scroll down to the Staff section and select Staff Availability Exception Search from the Human Resources subsection: 

This Search can be used to search for Availability Exceptions 'Pending' approval only: 

For the month of September, for example: 

Alternatively, you could choose the relevant Staff Members you wish to search for Availability Exceptions for specifically. 

Selecting the Staff Member target icon and link in the search results will navigate you to the Availability tab in their Staff Account, as this is where the approval process is completed. 

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Managing Availability Exception Approvals 

Once the Availability Exception has been selected from either the Dashboard or via the Staff Availability Exception Search, you will be navigated to the Availability tab in their Staff Account: 

This is where the Availability Exception Pending approval can be reviewed, including where any Annual Leave or Personal Leave hours that have been entered can also be reviewed to ensure they are correct, or where they can be entered if required (if your organisation is choosing to track this information). 

The Shared Notes are where any Notes that the Staff Member has entered regarding the Availability Exception are displayed. Private Notes can be entered here for reference and visibility only to those with access to the Staff Members Availability tab. This could be utilised to explain any information related to the Availability Exception as required:

The  Type of Availability Exception i.e. 'Unavailable' (when usually Available) or 'Available' (when usually unavailable) will determine the main colour of the entry

  • 'Unavailable' Availability Exceptions appear in red
  • 'Available' Availability Exceptions appear in green

The Status drop-down option is where the Availability Exception can be Approved or Not Approved: 

When the Status of an Availability Exception is Pending, this section appears in amber, when it is Approved this appears in green and when it is Not Approved this appears in grey. 

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Approved 

When an Availability Exception is Approved, once the record is saved, the Status will appear in green, and the remaining information will appear based on the Type of Availability Exception this is: 

Additional notes may be added to the approvals as required. 

The Staff Member who submitted the Availability Exception does not get a notification of this, however, they will be able to see this in the Availability tab of My Staff Account e.g. for Jem Corbett who requested the above Annual Leave: 

When the question mark icon is selected, this will display more information about who and when this was completed by for reference: 

Given there are no notifications of Availability Exception approvals, you may wish to advise the Staff Member of this outside of SupportAbility, for example, via email to ensure they are aware of this. 

Return to Summary


Not Approved 

If the Availability Exception is Not Approved, once the record is saved, this will appear in grey: 

Additional notes may be added to clarify why the Availability Exception was not approved for example, due to being short-staffed. 

As outlined above, the Staff Member who submitted the Availability Exception does not get a notification of this, however, they will be able to see this in the Availability tab of My Staff Account e.g. for Jem Corbett who requested the above Annual Leave: 

When the question mark icon is selected, this will display more information about who and when this was completed by for reference: 

Given there are no notifications of Availability Exception approvals, you may wish to advise the Staff Member of this outside of SupportAbility, for example, via email to ensure they are aware of this. 

Return to Summary

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