# 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).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/roster/time-off/

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](https://sportsclubos.net/help/roster/staff-and-invitations/index.md) for the tabs.

## Add dates off for someone

1. Open Club > Staff Roster > Bar & events staff and press the person.
2. Press **Dates off**.
3. 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](https://sportsclubos.net/help/roster/how-slots-work/index.md).
- Pressing a name in the staff list beside the calendar shows when that person is available.

## Related

- For staff: [Set your availability and dates off](https://sportsclubos.net/help/me/availability/index.md)
- [Build the week's roster](https://sportsclubos.net/help/roster/build-the-week/index.md)