What Is the "Staff Availability" Feature?
The "Staff Availability" feature empowers you to effortlessly manage your team's schedules by providing the following capabilities:
Set Custom Working Hours: Easily define specific working hours and days for each staff member, tailoring schedules to fit individual roles and responsibilities.
Add Exceptions for Special Dates: Account for vacations, personal days, or other exceptions by marking specific dates as unavailable, ensuring accurate and up-to-date scheduling.
With this feature, you can maintain clear visibility into your team's availability, minimize scheduling conflicts, and optimize workforce management.
Accessing the Feature
On the Web
Log in to Scout
Visit Scout for Pets and log in to your admin account.Navigate to Staff Management
From the dashboard, click on "Staff" in the navigation menu.Open the Availability Tab
Select "Availability" to access the calendar. You can choose between daily , weekly , or monthly views to manage your team's schedules with ease.Choose a Staff Member
From the dropdown menu, select the staff member you wish to review.View Their Availability
Once selected, you can easily view their scheduled availability or any requests for vacations and time off.Editing an Availability Request
To modify an availability request, follow these steps:
Access the Request
Click on the specific availability request you wish to edit.Update the Status
From the dropdown menu, select the desired status: Pending , Approved , or Rejected .Adjust Dates and Times
You can also modify the start date , end date , start time , and end time as needed.
This streamlined process allows you to efficiently manage and update availability requests with ease.
On the Mobile App
Open the Scout Staff App
Launch the Scout Staff App on your mobile device.Log In
Enter your credentials to log in to your account.Access Availability
Tap on "Profile" in the navigation menu.
Select "Manage Availability."
Tap the "+" icon to add or manage availability details.
You can select the days you wish to mark as available or request time off by choosing the appropriate option.
All-Day Option
Select the "All Day" option to set 24-hour availability for the chosen days.Weekly Option
Use the "Weekly" option to specify the days and hours you will be available during the week.Daily Option
Choose the "Daily" option to apply your availability settings to every day within the selected date range, from the start date to the end date.Save Your Changes
Once you’ve configured your availability, tap "Save Availability" to submit your request.
Setting Staff Availability: Step-by-Step Guide
Define Regular Working Hours
Select the days of the week the staff member is available (e.g., Monday - Friday).
Specify the time range for each day (e.g., 9:00 AM - 5:00 PM).
Add Breaks or Gaps
Include any periods when the staff member will be unavailable during their working hours, such as lunch breaks or other scheduled gaps.
Save Changes
Once all settings are configured, click "Save" to apply the updated availability.
Viewing Staff Availability Overview
From the Staff section on either the web or mobile app, you can access a comprehensive summary of availability for all team members. This feature provides a clear and organized view of each staff member's schedule, allowing you to quickly identify who is available on specific days or during certain time slots.
Assigning Services Based on Availability
When scheduling services in Scout:
The system will automatically display only those staff members who are available during the requested service time.
If no staff members are available, you will receive a notification prompting you to adjust either the service time or the staff availability settings accordingly.
Tips for Using the Staff Availability Feature
Keep Availability Updated: Ensure that staff schedules are regularly updated to reflect any changes in their availability.
Encourage Proactive Communication: Prompt staff to notify you of schedule changes well in advance to avoid last-minute scheduling conflicts.
Leverage Exceptions Effectively: Use the Exceptions section to handle one-off scenarios, such as holidays, vacations, or unexpected sick days, ensuring accuracy in scheduling.
FAQs
Q: Can staff members update their own availability?
A: Currently, only admins or managers have the ability to modify availability settings.
Q: What happens if I try to assign a service outside of a staff member’s availability?
A: Scout will notify you of the conflict and prevent the service from being scheduled with that staff member, ensuring accurate scheduling.
Q: Can I set availability for part-time staff?
A: Yes, you can easily customize availability for part-time staff by specifying the exact days and hours they are available to work.
Need Assistance?
If you have any questions or encounter any issues, our support team is here to help! You can reach us via email at Scout Support or through the in-app chat for quick assistance.
Make scheduling effortless and stress-free with Scout's "Staff Availability" feature!