⏱ Estimated time: 2–5 minutes
👤 Role: Reception / Admin / Management

What you’ll learn

• How to make a staff member unavailable for a specific day

• How to make a staff member available for additional shifts

• How to adjust rota availability on an ad-hoc basis

When should I use this?

Use this guide when making one-off rota changes, such as:

• Swapping days off

• Covering sickness or annual leave

• Adding extra shifts

• Removing availability for a specific date

Before you start

• Confirm the correct date for the rota adjustment

• Ensure no existing bookings will be impacted

• Communicate rota changes with the staff member involved

⚠️ Important: Always check for existing appointments before removing availability.

Part 1: Making a Staff Member Unavailable

Use this process when a staff member should not be bookable on a specific day.

1. Select the required date

• Navigate to the rota or schedule view

• Select the relevant date

2. Confirm the column is empty

• Ensure the staff member’s column does not contain active bookings

3. Select availability slot

• Click the first slot within the staff member’s availability column

• Select Make Unavailable
  

4. Enter shift timings

• Enter the staff member’s shift start time

• Enter the shift end time
  

5. Create the unavailability

• Click Create

✅ The staff member is now unavailable for the selected day.

Part 2: Making a Staff Member Available

Use this process when a staff member is picking up an additional shift or covering another team member.

1. Select the required date

• Navigate to the rota or schedule view

• Select the relevant date

2. Show unavailable staff

• Tick the Show Unavailable checkbox
  

This will display all staff members, including those currently not scheduled.

3. Locate the staff member

• Find the required staff member in the list

4. Change availability

• Click into the staff member’s column

• Select Change Availability

• Enter the From and To timings
  

5. Confirm availability

• Click Confirm

✅ The staff member is now available for bookings during the selected time.

Common questions

What happens if the staff member already has bookings?
You must review or reassign existing bookings before removing availability.

Can availability be adjusted multiple times in one day?
Yes. Availability can be updated as required to reflect rota changes.

Related articles

• EMS – Reception – Managing a Booking (Edit or Re-Schedule)

• EMS – Reception – Processing No-Shows Manually

• EMS – Admin – How to Create New Users