Knowing when staff is available to work and when they need time off is important for scheduling classes and finding substitutes.
In Jackrabbit, you can enter and track your staff's availability in their Staff records, and the time blocks will display on the Daily Calendar (Day View) highlighted in colors of your choice. These color-coded entries provide a quick glance view of who is available and who has the day off.
Save administration time by allowing staff to enter their own availability in their Staff Portals! Learn how to Enter Availability in the Staff Portal.
Settings for Staff Availability
The settings that control Staff Availability are located under the Gear icon > Settings > General > Organization Defaults in the Staff Availability Settings section.
Color Display Theme
The colors selected in these settings will be the colors that display:
- in the Staff record, on the Availability tab
- on the Daily Calendar
- in the Staff Portal, on the My Schedule page
If you prefer, you can change the default colors shown below using the drop-down for each of the Available Hours and the Time Off Hours. If you know the hex code of the color you want, enter it here or use the slider to select a color.
Staff Availability Notifications
Choose whether or not you want to receive notification emails when staff members update their Availability and Time Off through their Staff Portal.
When set to Yes, Jackrabbit will send a notification to the email address that has been entered in the setting’s email field. The email address defaults to your organization's email address (Gear icon > Account > My Account > Organizational Defaults) but can be changed if needed. To specify multiple email addresses, list them separated by a semicolon. Example: email@example.com; firstname.lastname@example.org.
Enter Availability and Time Off
Within Jackrabbit, a staff member's availability is managed from the Availability tab of their Staff record. The Export/Print iconcan be used to select Print or Export to Excel.
In order to access the Availability tab in the Staff record, a User must have the Availability tab User Permission (in the Staff category). Learn more about Permissions for Jackrabbit Users.
Add a Staff Member's Availability
Add a Staff Member's Time Off
Track and Report on Staff Availability
Availability on the Daily Calendar
The Daily Calendar displays staff availability and time off as color-coded time blocks. Hover over a time block to see any comments added to the availability or time off.
The Daily Calendar can be accessed in several ways:
- Use theCalendar link, available on every page in Jackrabbit (top right), to access the Weekly Calendar. Select the Day View button, or a specific day/date in the calendar, to open the Daily Calendar.
- On the Executive Dashboard, click the blue Weekly Calendar button. Select the Day View button, or a specific day/date in the calendar, to open the Daily Calendar.
- On the All Classes page (Classes menu), click the Filtered Calendar iconand select Daily from the drop-down list. The calendar defaults to the current day.
Note: Staff availability does not impact or prevent the scheduling/creation of classes and does not interact with the Time Clock.
The colors used for the class times on calendars in Jackrabbit can be customized from the Gear icon > Settings > General > Drop-down Lists in the Category 1 list.
Staff Availability Report
The Staff Availability report makes scheduling easier by allowing you to see the full picture of your staff's availability and time off over a period of time.
The Staff Availability report is controlled by the Staff Availability User Permission (in the Reports category). Learn more about Permissions for Jackrabbit Users.
Go to the Staff menu > Staff Reports and select Staff Availability.
|Print or Export to Excel from the More menu.
|Use the search fields to filter for a specific record, e.g., enter a staff member's name to display only their availability records.
|Enter dates or use the date picker to narrow results or to see future availability.
|Each staff person's name provides a link directly to the Availability tab in their Staff record.
|Comments entered in the availability record will display in the grid.