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Managing Other Users Availability in My Shifts

Purpose Statement

This article explains how authorized users can manage availability and unavailability for other users within the My Shifts calendar. This allows supervisors or administrators to adjust schedules, set availability, and manage auto-accept periods on behalf of personnel.

Background Information

The My Shifts calendar supports both self-managed and administrator-managed availability. When permissions allow, designated users can view other users’ schedules and make availability changes directly on their calendars. This is commonly used for administrative scheduling adjustments, coverage planning, or correcting availability entries.

Prerequisites:

  • Access to the Scheduling module
  • Permission to view and manage other users within My Shifts

Required Permissions

  • Scheduling – Access My Shifts
  • Scheduling – My Shifts - View All Users
  • Scheduling – My Shifts - Add Availability
  • Scheduling – My Shifts - Delete Availability

Video

Step-by-Step Guide

Access My Shifts

  • Click the First Due logo
  • Select Scheduling
  • Select My Shifts

 

 

 

Select User(s)

  • Use the user selection tools to choose the user or users whose availability you want to manage
  • Click Search to load their schedule

 

 

 

Set Availability or Unavailability

  • Select a date in the future on the calendar
  • Choose to set Availability or Unavailability (based on department settings)
  • Confirm the correct user is selected in the user drop-down
  • Apply the availability change

 

 

 

  • The availability will display on the calendar once set

 

 

 

Optional Actions

  • Add an Auto-Accept Period if needed
  • Remove existing availability or unavailability entries placed on the user’s calendar

Best Practices

  • Always confirm the correct user is selected before making changes
  • Use future dates when adjusting availability to avoid disrupting active shifts
  • Coordinate with the affected user when modifying their availability
  • Review department settings to understand whether availability, unavailability, or both are supported

Troubleshooting & FAQs

Q: I cannot see other users in My Shifts.
A: Verify that you have permission to view all users within My Shifts.

Q: Availability options are not appearing.
A: Availability and unavailability options depend on department scheduling settings and your assigned permissions.

Q: Changes are not displaying on the calendar.
A: Refresh the calendar and confirm the availability was applied to the correct user and date.