Set your team's availability and leave
Enter each person's working hours, reply to leave requests and report an absence so that their jobs are offered to a replacement.
The video for this guide is coming soon.
The Availability tab says who can work, on which day and at what time. Use it to enter a person's working hours, reply to a leave request, or report a last-minute absence. Approved leave makes the person unavailable in the schedule.
Enter a person's working hours
Step by step
- 1
Open the Team › Team menu, then the Availability tab. The “Team week” table appears: one row per person, one column per day.
- 2
Click the box of the day you want to set. A small window opens.
- 3
Choose the time in “From” and in “To”.
- 4
If needed, enter the “Max hours” for that day.
- 5
Click Save. The message “Availability saved” appears and the hours show in the box.
| What the box shows | What it means |
|---|---|
| Hours entered | The person works that day, at the times shown |
| Empty box | The person keeps the company setting |
| Leave approved | The person is on leave: they are unavailable in the schedule |
Change several people at once
Step by step
- 1
In the table, tick the people concerned. The number of people ticked is shown above.
- 2
Click Edit availability. The window opens.
- 3
Under “Days”, tick the days to change.
- 4
Choose the time in “From” and in “To”, then the “Max hours” if needed.
- 5
Click Save. The message “Availability saved for … people” appears.
Reply to a leave request
When a cleaner requests leave from their account, the request arrives in the “To decide” part.
Step by step
- 1
Open the Availability tab.
- 2
In “To decide”, read the dates requested.
- 3
Click Approve or Refuse. The message “Decision saved” appears and the cleaner is notified.
To change or remove leave that has already been approved, click the “Team leave” button at the top of the screen. There you change the dates or delete the leave: the person concerned receives a message.
Report an absence
Do this when a person does not come in: sickness, something unexpected.
Step by step
- 1
At the top of the screen, click Report an absence. The window opens.
- 2
In “Absent person”, choose the person.
- 3
Choose the dates in “From” and “To”.
- 4
If needed, write the “Reason (optional)”.
- 5
Click Report the absence. A message gives the number of jobs handed to a replacement and, if any remain, the number of jobs to cover.
Frequently asked questions
What happens when I enter nothing for a person?
They keep the company setting. The table groups these people under “Company setting”.
Is the person told when I change their leave?
Yes. When you change the dates or delete leave from “Team leave”, they receive a message.
Can I report several people absent at the same time?
Yes. Tick the people in the table, then click “Report an absence” in the bar that appears above.
Where can I see the jobs that still have no replacement?
In “Alerts & tracking”, for the administrator, the manager and the cleaning manager. The message shown after you report the absence gives you their number.