User Availability

Overview

User Availability allows members to declare when they are unavailable for assignment scheduling. When the auto-fill system generates assignments for a time period, it automatically skips anyone who has marked themselves as unavailable for the relevant dates.

This replaces the need for admins to manually track vacations, recurring conflicts, and other scheduling constraints.

How It Works

There are two types of unavailable periods:

Date Range

A specific start-to-end period where the member is unavailable. Use this for vacations, trips, temporary schedule changes, or any fixed block of time.

Example: "March 1 through March 15" for a family vacation.

When auto-fill runs, the member will be skipped for any assignment that falls within that date range. Assignments outside the range are unaffected.

Recurring Day

A day of the week where the member is permanently unavailable. Use this for ongoing work schedules or recurring commitments that prevent someone from serving on a particular day.

Example: "Every Sunday" for a member who works every Sunday.

When auto-fill runs, the member will be skipped for any assignment on that day of the week, regardless of the time period.

Effect on Auto-Fill

When assignments are generated for a time period, the auto-fill system checks each member's availability before assigning them. The system evaluates three things for each potential assignment:

1. Recurring day unavailability — Does the member have a recurring day entry matching the position's day of the week?

2. Date range unavailability (specific day) — Does the member have a date range that covers this specific assignment date?

3. Date range unavailability (whole period) — For positions that span an entire period (e.g., "every Sunday for 3 months"), does the member have any date range that overlaps with the period?

If any of these conditions are met, the member is excluded from auto-fill for that assignment. The system will select the next eligible member instead.

Important: For span-whole-period positions, the check is intentionally strict. Any overlap between a date range and the period will exclude the member. If you need someone every Sunday for 3 months, they must be available for every Sunday in that range.

Availability works alongside the existing auto-fill exclusion rules:

• Blocking positions — Members already assigned to a blocking position on the same day are excluded

• Max assignments per period — Members who have reached their assignment limit for the period are excluded

• Involvement requirements — Members must have the required involvement selections and be approved for auto-fill

All of these rules are applied together. A member must pass all checks to be eligible for auto-fill.

Managing Availability

For Members (Web App)

Members can manage their own availability from the Account > Availability tab in the member web app.

From this screen, members can:

• View all of their current unavailable periods

• Add a new unavailable period (date range or recurring day) with an optional reason

• Delete periods they created themselves

Members cannot delete entries that were created by an admin on their behalf. These entries show an "Admin" badge and a note to contact their church to have them removed.

For Members (Mobile App)

Members can also manage their availability from the mobile app under their profile/account settings. The same create and delete rules apply.

For Admins (User Profile)

Admins with the Manage Assignments permission can manage availability for any member from the Availability tab on the member's profile in the admin area.

From this screen, admins can:

• View all of a member's unavailable periods

• Add an unavailable period on behalf of a member (the entry will record which admin created it)

• Delete any admin-created entry (regardless of which admin originally created it)

Admins cannot delete entries that a member created for themselves. Those can only be removed by the member.

For Admins (Assignments Section)

Admins can view all availability entries across the entire account from the Availability page in the Assignments section. This provides a single view of every member's unavailable periods, useful for planning and scheduling.

From this screen, admins can:

• View all availability entries across all members, sorted by most recent

• Delete any admin-created entry

• Click a member's name to navigate to their profile

Availability Scope

Availability is account-wide, not per-group. When a member marks themselves as unavailable on Sundays, they are unavailable for all assignment groups — not just one specific group. This reflects reality: if someone is on vacation, they can't serve in any capacity.

Reason Field

When creating an unavailable period, the reason field is optional. It allows members or admins to note why someone is unavailable (e.g., "Family vacation", "Work schedule", "Medical leave"). This is displayed in the list for reference but does not affect auto-fill behavior.

Who Can Create and Delete

Action	Member (own records)	Admin (for any member)
Create unavailable period	Yes	Yes (records which admin created it)
Delete self-created entry	Yes	No
Delete admin-created entry	No	Yes (any admin with Manage Assignments permission)

Feature Gate

The Availability tab and functionality is only visible when the Assignments feature is enabled for the account. If the feature is disabled, the tab will not appear in either the member app or admin area.