An Availability Template is used to define the general pattern of availability for a worker independent of actual dates, for example some workers may be available 24/7 and others may only be available during normal business hours, or on set days of the week between set times.
Templates can be generic and applied to multiple workers or created specific to each worker, for workers who have individualised availability. An Availability Template is associated to a worker via a Contact Availability Template (CAT) record.
Required packages and permissions
Available with: Lumary WFM, 2.8 and later
Supported in: Lumary DC
Permission: Role (System administrator) or permission set(s)
The workers pattern of availability as defined via Contact Availability Templates is visible on the scheduling calendar along with date specific Availability records including leave and ad hoc availability or unavailability. They do not prevent workers from being rostered outside of these times but may trigger warnings when validating a roster period. Workers without a CAT cannot be rostered.
To create an Availability Template:
- Click on the App Launcher and search for availability template.
- Select Availability Template from the search records that appear.
- Click on the New button in the top right corner of the page. This will open an Add Availability Template pop up window.
Show/hide animation.
- Fill in the following details:
| Field | Purpose |
|---|---|
| Information | |
| * Availability Template Name | Set a descriptive name that will help you locate the template when you need to add it to a worker contact. |
| *Frequency | This is the frequency pattern of the template in weeks. Select 1 week unless the availability needs to vary on a regular alternating or multi-week pattern. |
| *Start Date | This date defines the week day the template begins on. |
| Colour Code | This is the Hex colour code that will be used on calendars to display availabilities. If left blank, the default colour will be used. |
| Default Template Settings | |
| Select Days | The selected days represent the availability days. |
| Default Start Time | This is the default start time of availability. If you leave it blank, then the worker can start their shift at any time. You can make further edits to start times for specific days. |
| Default End Time | This is the default end time of availability. If you leave it blank, then the worker can end their shift at any time. You can make further edits to the end times for specific days. |
| Per Day Settings | |
| Start Time | For each selected day you can set a different start time than the default entered above if required. |
| End Time | For each selected day you can set a different end time than the default entered above if required. |
If you have multiple weeks in the frequency item, ensure that you add the additional time(s) to the relevant week(s).
- Click Save.
This will create an Availability Template with and Availability Template Entry per selected day.
You can now add additional timeslots or edit the created entries as required.
Show/hide animation.
How to add overnight availability
If your start time and end time span 2 days, as in the example, 3:00pm Friday afternoon to Saturday 6:00 am, you will need to split this into two entries or you will get the "Start Time must be before End time" error shown below:
To correct this error you will need to add the morning hours on the next day:
Once the template is created you can then add an additional entry for any day which has split availability, for eg. for overnight availability on Tuesday, you would add an additional entry for 12:00 am to 6:00 am on Wednesday.
The new template will be added to the list of availability templates. Users with access will be able to select it when they create a new worker record or when they associate the worker to a base roster.