Available and Unavailable Tracking

The Employee Available and Unavailable Tracking feature has been added to the Employee Calendar in EIS and the Employee Portal. This feature enables both employees and office staff to track available dates and times, unavailable dates and times, assignments, placements, assignment schedules, and appointments within a single calendar, combining all required information in one centralized view.

“Show Availability Button” Option Property

The pre-existing Option Property Show Availability Button is used to specify whether the Availability calendar is available in the Employee Portal. This Option Property includes the following details:

• Entity: Office
• Option: Employee
• Option Property: Show Availability Button
• Option Value: True, False
• Default Value: False

The previous Available calendar tied with this Option Property in the Employee Portal is replaced with this new calendar in Zenople.

Calendar in Employee Portal

Based on the choice in the Show Availability Button Option Property, the calendar is displayed in the Employee Portal. The card is available under the Dashboard tab in the home navigation of the Employee Portal.

The card includes the following information:

• If any events are available today, the next three events will be displayed.
• In cases where fewer than three events are available, only available events are shown.
• If no events are available today, the next three future events will be displayed.
• In cases where fewer than three future events are available, only available events are shown.
• A button will be available in the card from which Employee can access their calendar.

Calendar in Employee Detail Page

The Calendar action in the Employee Detail Page triggers the existing Calendar which has been enhanced on this feature.

Setting Availability and Unavailability

After accessing the calendar from either the Employee Portal or the Office Staff Portal, users can access the Set Availability Status for favorite action to set up their Available or Unavailable status. The form consists of the following details:

• Status: Users can choose the status from Available or Unavailable using this dropdown.
• Start Date and Time: Specify the date and time for which the availability or unavailability applies.
• End Date and Time: Specify the date and time for which the availability or unavailability applies.
• All Day Event: If this checkbox is selected, the event is set as an all-day event, and users do not have to enter time in the above fields.
• Repeat:This field offers the options Never, Daily, Weekly, Monthly, and Yearly, allowing users to repeat the same status based on their requirement. Further details are as follows:
  • Daily
    • Repeat Every: Specify the number of days at which the status should be repeated.
    • End: Specify whether the event should never end, end after a certain number of occurrences, or have a specific end date.
  • Weekly
• Repeat Every: Specify the number of weeks at which the status should be repeated.
• Repeat On: Specify the day(s) of the week on which the status should be repeated.
• End: Specify whether the event should never end, end after a certain number of occurrences, or have a specific end date.
  • Monthly
• Repeat Every: Specify the number of months at which the status should be repeated.
• Repeat On: Specify whether the event should repeat on a specific day of the month (e.g., 13th of the month) or a specific week pattern (e.g., First Friday of every month).
• End: Specify whether the event should never end, end after a certain number of occurrences, or have a specific end date.
  • Yearly
• Repeat Every: Specify the number of years at which the status should be repeated.
• Repeat On: Specify whether the event should repeat on a specific date (e.g., 13th of March every year) or a specific week pattern (e.g., First Friday of March every year).
• End: Specify whether the event should never end, end after a certain number of occurrences, or have a specific end date.
• Note: Enter any notes in this free text field.

Appointment, Assignment, Assignment Schedules, and Placements in Availability Calendar

Data related to appointments, assignments, placements, or assignment schedules are carried over to the Availability Calendar.

Appointment

Appointments are displayed in the calendar. Employees can access appointment information via the Employee Portal, while office staff can access it via EIS. Employees using the Employee Portal cannot edit appointments, while office staff using EIS can.

Assignment

Assignments are displayed in the calendar. Neither employees nor office staff can update these details, as they are extracted directly from assignment data.

If shift time is defined on an assignment, the exact time and days are displayed in the calendar based on the available data. If shift time is not defined, the status is shown as an all-day event.

Assignment Schedules

Assignments Schedules are displayed in the calendar. Neither employees nor office staff can update these details, as they are extracted directly from assignment schedule data.

The exact date and time of the Schedules is when they are displayed on the calendar.

Placement

Placements are displayed on the calendar. Neither employees nor office staff can update these details, as they are extracted directly from assignment schedule data.

Placements are displayed as All Day events until they end.

Exception on Assignment, Assignment Schedule, and Placement

A warning exception has been added to show when an employee has been marked as Unavailable at the following exception stages:

• New Assignment: When creating a new Temp Job Assignment.
• Edit Assignment: When editing an existing Temp Job Assignment.
• Assignment Schedule: For scheduled Job Assignment Schedules.
• Job Candidate Placement: For Direct Hire Job Placements.

Overlapping Events Exception

A warning exception has been added to be displayed when overlapping events exist. This exception has been introduced under a new exception stage titled Employee Calendar and is triggered in both the Employee Portal and EIS > Calendar.

Available Parameter in Global Search

The Available parameter in Global Search has been reimagined to search for employees who are available within a date range or a date and time range. It includes the following fields:

• Date From and Date To: Specify the date range for the search. These are mandatory fields.
• Time From Time To: Specify the time for the search. These are non-mandatory fields.
• Available Interval: This mandatory field is used to define the search type, deciding whether an employee must be available for all specified dates or date and time intervals, or at least one interval. The available options are as follows:
  • Available for Entire Period
    • If only a date range is selected and no time range is specified, the results will display employees who are available during every time interval of the selected days, whether for a specific time or the entire day.
    • In cases where multiple dates and time intervals are selected, the employee must be available for all selected intervals to be listed in the results.
  • Available for Any Matching Period
    • If only a date range is selected and no time range is specified, the results will display employees who are available during any time interval of the selected day, whether for a specific time or the entire day.
    • In cases where multiple dates and time intervals are selected, the employee must be available at least one of the selected intervals to be listed in the results.

Additional Notes

• Employees accessing the calendar from the Employee Portal are not allowed to edit calendar events from past dates or times.