What does this help guide cover?
How Does Availability Work in Tanda?
Availability lets employees communicate when they can and can't work ahead of time. There are two availability types in Tanda:
Ongoing Availability is your regular weekly (or fortnightly) schedule. It sets the foundation for when you're available from week to week and must be configured before any temporary changes can be made.
Temporary Changes let you override your ongoing availability for a specific date range. Use these when your availability differs from your usual pattern for a period, such as school holidays or a short-term change in your schedule.
Both types of requests are submitted through the same Change availability form and sent to a manager for approval before they take effect.
Submitting an Availability Request
Web
Navigate to Time & Attendance > Availability and click Change availability.
If you are a manager, you can submit a request on behalf of an employee you manage by selecting their name from the Employee field at the top of the form.
Fill in the details:
Start date: The date the change takes effect.
Does this change have an end date?: Select No to update your ongoing availability, or Yes to make a temporary change for a set date range. If you choose Yes, enter a finish date and a reason for the change.
Schedule: Set your availability for each day of the week. Each day can be set to Unavailable, Available all day, or Specific times (the hours you are available to work).
The availability pattern at the bottom of the form shows your current availability for the selected period across all active requests, so you can see the full picture of your availability before submitting.
Note: If your temporary change overlaps a date range already covered by an approved temporary change, the new request will override the existing one for those days once it is approved.
Click Create to finalise the request or send it to your manager for approval.
Mobile App
In the app, navigate to Leave > Availability and tap Change availability.
Fill in the same fields as the web form:
Start date: the date the change takes effect.
Does this change have an end date?: Select No to update your ongoing availability, or Yes to make a temporary change for a set date range. If you choose Yes, enter a finish date and a reason for the change.
Schedule: set your availability for each day of the week. Each day can be set to Unavailable, Available all day, or Specific times (the hours you are available to work).
Tap Create to send the request to your manager for approval.
Ongoing Availability must be set before any temporary changes can be submitted. In some cases, your Ongoing Availability may already be configured for you.
Viewing and Editing Your Requests
On the web, go to Time & Attendance > Availability to see all your requests. Pending requests are shown by default. Use the Status filter to view approved, declined, or all requests.
In the app, go to Leave > Availability. All your requests are shown under the overview for the current week, across three sections: Pending, Upcoming, and Rejected.
View the requests of the staff you manage under the Team tab.
Editing
To edit a request on the web, go to Time & Attendance > Availability, open the dropdown on the request row, and click Edit to adjust the status of each day. The form will show a before and after of the days being changed.
On mobile, find the request under the Pending, Upcoming or Declined dropdowns on the Leave > Availability page and select Edit.
Make your changes and click Save changes to submit.
To delete a request, open the edit form and click Delete at the bottom of the page.
Unless you are a manager or admin, editing an already-approved request will change its status back to Pending, and it will need to be re-approved.
Viewing and Managing Your Employees' Availability
Mobile
View availability requests for the employees you manage by going to Leave > Availability > Team. Both ongoing and temporary requests are listed here.
Tap Show Details to review a request, then tap Approve or Decline to action it.
Web
Navigate to Time & Attendance > Availability to view all availability requests across your team. You can also search by employee name or reason.
Open the dropdown on any request row to Approve or Decline the request.
Notifications
Employees receive an app notification and an email once their request is approved or declined.
Managers are notified of new requests to review via the Daily Leave update emails.
Notification preferences can be updated in the app under your profile > Notification Preferences, or on the web via the notification icon > Notification Settings.
In the Roster
By default, an employee's unavailable times are shown in grey on the roster.
You can switch to showing available windows instead by opening the Spotlight filter and clicking Show availability windows instead of unavailability.
This setting may be located under the Settings cog on some accounts.
With this ticked, the times that an employee has nominated they are available will be shown in green:
Note: Any temporary changes to Availability will override the employee's ongoing availability for that day.
If an employee has an approved temporary change, the days included in that request will only show availability from the temporary request on the roster. Ongoing Availability is not applicable for that date range.
FAQs
When should I use Leave vs Availability?
When should I use Leave vs Availability?
Leave and Availability refer to similar but distinct concepts.
Leave is used to request specific periods off work. For example, Annual Leave or Personal Leave. A leave request is required each time you apply for leave. To learn more about Leave in Tanda, please see Submitting and Managing Leave Requests.
Availability is used to nominate times when you are or are not available to work. This is typically relevant for casual or part-time staff who work varied hours. You can nominate the same repeating weekly/fortnightly availability, or enter a temporary change.
Why can't an employee submit an availability request?
Why can't an employee submit an availability request?
They may be blocked from submitting a request if it falls within the organisation's minimum notice period for availability changes.
They may also be blocked if there is a custom event configured to prevent availability requests during that period.
Why is my employee's ongoing availability not showing in the roster?
Why is my employee's ongoing availability not showing in the roster?
If an employee has an approved temporary change, their ongoing availability does not apply for that date range. The roster will only show availability from the temporary request for those days. Check whether there is an active temporary change covering the dates in question.