Purpose Statement
The My Shifts calendar allows authorized users to manage availability for other personnel. Users with the appropriate permissions can view another individual's calendar, add availability for current or future dates, remove existing availability, and apply availability across multiple selected days.
Background Information
Availability is managed from Scheduling → My Shifts.
Authorized users can switch from their own My Shifts calendar to another individual's calendar and manage that person's availability.
Depending on the organization's Scheduling configuration, availability options may include:
- Available
- Unavailable
- Assignment-Based Availability
- Auto-Accept Periods
Availability can be configured for today's date or a future date.
Required Permissions
The following permissions are applicable to managing another user's availability:
- Access My Shifts — Allows the user to access the My Shifts calendar.
- My Shifts - View All Users — Allows the user to view other users' My Shifts calendars.
- My Shifts - Add Availability — Allows the user to add availability for any user from the My Shifts calendar.
- My Shifts - Delete Availability — Allows the user to delete My Shifts availability entries.
Video
Step-by-Step Guide
Navigate to My Shifts
- Click the First Due logo.
- Select Scheduling.
- Select My Shifts.
Select the Individual
- Change the selected user from yourself to the individual whose availability you want to manage.
- Click Search.
- The selected individual's schedule will appear.
Select a Date
- Choose today's date or a future date from the individual's calendar.
- Select the date for which you want to configure availability.
Choose Availability
- Choose Availability
- Choose the applicable Work Type or Work Types for which the individual will be available.
- Select Available.
Depending on your organization's configuration, additional availability options may also be available, including:
- Unavailable
- Assignment-Based Availability
Add an Auto-Accept Period
- If needed, add an Auto-Accept Period for the individual.
- Configure the availability period as required.
Remove Availability
- Select an existing availability entry for the individual.
- Remove the availability when it is no longer needed by clicking the X.
Best Practices
- Verify that you have selected the correct individual before adding or removing availability.
- Confirm the applicable Work Types when setting a user as available.
- Use multiple-date selection when the same availability applies across several dates.
- Review existing availability before adding a new entry to avoid conflicting configurations.
- Confirm which availability options your organization uses, as Unavailable and Assignment-Based Availabilitymay depend on agency configuration.
- Remove availability entries that no longer apply so the user's calendar accurately reflects their current availability.
Troubleshooting & FAQs
Q: Why can't I select another user from My Shifts?
A: Verify that you have the My Shifts - View All Users permission.
Q: Why can't I add availability for another individual?
A: Verify that you have the My Shifts - Add Availability permission.
Q: Why can't I remove an availability entry?
A: Verify that you have the My Shifts - Delete Availability permission.
Q: Can I add availability for a past date?
A: The workflow shown supports adding availability for today's date or a future date.
Q: Can I apply availability to several days at once?
A: Yes. Multiple dates can be selected and availability can be applied to those dates.
Q: Can I select more than one Work Type when setting availability?
A: Yes. You can select the Work Types for which the individual should be available.
Q: Why don't I see the Unavailable or Assignment-Based Availability options?
A: These options may depend on your organization's Scheduling configuration.
Q: Can I configure Auto-Accept for another individual?
A: Yes. The My Shifts workflow allows authorized users to add Auto-Accept periods for another individual when needed.