How it works
Time off and availability
How a staff member's regular week, extra dates and dates off are set, who sets them for casual and permanent staff, and how time-off requests are approved.
Who this is for: Anyone with “Run the bar and events roster” (by default: Administrator, Bar Manager).
Each staff member has a regular week, saying when they can usually work, and dates: days off, and for casual staff, extra days they can work. The roster uses both to show who could work a shift. It advises; it never stops you rostering someone.
The regular week
For each day of the week, a person is Not available, available All day, or available at Set times, such as 4pm to 11:30pm. A finish before the start means it runs past midnight. On Bar & events staff, the Regular week column shows each day as a letter, coloured by which it is. Someone who has not set it shows Not set.
Who sets it
| Casual staff | Permanent staff | |
|---|---|---|
| Regular week | They set it themselves on My availability. You can change it for them. | You set it, on their record's Regular week tab. They cannot change it. |
| Dates off | They add them themselves, with no approval. | They ask for them. Each is a request you approve or decline. |
| Extra dates they can work | They can add them. | Not offered. |
Dates you add yourself, on a person's Dates off tab, need no approval, whoever they are for. See Add staff and invite them to sign in for the tabs.
Add dates off for someone
- Open and press the person.
- Press Dates off.
- Under Add dates off, choose From and To, type a Note if you like, and press Add. A message says Dates added.
Their coming dates are listed on that tab, each with Remove.
Approve or decline a time-off request
When a permanent staff member asks for time off, managers are emailed, and the request appears at the top of Bar & events staff under Time-off requests, with their name, the dates and their note.
Press Approve or Decline. A message says, for example, Request approved. The person is told the outcome by email or text, as they chose. A request waiting for a decision is not treated as time off on the roster.
On the roster
- Approved time off shows on the By person grid as time off.
- A shift on someone's time off, or outside their regular week, is marked with an exclamation mark after its times, and putting them on it shows a message with the reason, such as Outside their availability (4pm – 11:30pm).
- Picking a slot sorts the staff list by who could work it. See How shifts and slots work.
- Pressing a name in the staff list beside the calendar shows when that person is available.
Related
Last checked in release 2026.10.23, on 23 October 2026.