How do I add time off for a profile to prevent them from being assigned to shifts?

How do I add time off for a profile to prevent them from being assigned to shifts?

What is the Time Off feature?

Time Off lets both administrators and users record specific dates or date ranges when a user is unavailable. Once added, the system automatically prevents scheduling conflicts by blocking shift assignments during those periods.


Why is Time Off important?

Time Off helps administrators avoid scheduling mistakes. If a user informs you that they are unavailable, the system will immediately flag this and prevent the admin from assigning that user to any shifts conflicting with their time off period.


Who can add Time Off?

Both administrators and users can add or edit Time Off:

  • Admins can manage Time Off directly from a user's profile.

  • Volunteers can manage their own Time Off from the Schedule page.

All changes sync instantly across the platform.



How do administrators add or manage a volunteer’s Time Off?

  1. Go to Database in the left-hand navigation.

  2. Open the user's profile.

  3. Click Manage Time Off.

  4. Add a date or date range and include a reason (optional).

  5. Click Save.

After saving, the system will prevent any shift assignments that fall within that Time Off period.


How do users add or manage their own Time Off?

  1. Go to the Schedule tab from the web portal.

  2. Click Add Time Off (or Manage Time Off if they previously added one) on the top-right of their screen.

  3. Choose a date or date range and add a reason.

  4. Click Save.

The Time Off is immediately visible to administrators.


Can Time Off be edited or deleted?

Yes. Both admins and volunteers can return to the Manage Time Off popup from any profile and update or remove entries at any time.


Does Time Off affect a user's hours or existing scheduled shifts?

  • It prevents new assignments during the Time Off period, not existing ones.

  • It does not automatically remove any previously scheduled shifts unless the admin chooses to update them manually.

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