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How do I enter information in my availability calendar?

Article ID: 53
Last updated: 16 Feb, 2016
Revision: 2
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Availability information is entered through "Schedules" -> "Availability"

You have two ways that availability information can be entered.

  1. By day of the week
  2. By specific dates

If both are entered, the specific date information is used.

You have two levels where you can ether availability information

  1. Specific to one organization only
  2. For all organizations linked to your primary email address (global)

If you only belong to one organization, the global options will not appear.

The system will use the first information it finds by looking at each source in the following order: 

  1. Information for a specific date for the specific organization
  2. Information for a specific date for all organizations (global).
    • This is only available to those that have more than one RefTown account under the same username.
  3. Information for a day of the week for the  specific organization (default).
    • This can be used to establish a standing availability that applies week after week unless more specific information is entered in either of the date specific calendars.

The priority is determined on a date-by-date basis.

If in in doubt about how the multiple calendars work, use the organization specific calendar.

To enter availability information for specific dates  for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit <Your Organization> Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information for specific dates  for all organizations:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit Global Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information by day of the week for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Click the "Edit <Your Organization> Default Availability" button.
  3. Mark yourself as available or not available for entire days or specific times on specific days.
  4. Click "Save Changes"

TIPS ON ENTERING AVAILABILITY INFORMATIONTo block an entire day/date

    • Click "N/A"
  • To make yourself available for the entire day/date
    • Click "Avail" and leave the times blank
  • To allow a limited range of times for the date
    • Click "Avail" enter times in one or both of the "From" and "To" boxes

There are also additional slots for up to 3 time windows of availability. To access the additional slots, click the + button after the last visible time slot. If any of the time windows indicates you are available for a given time, you will be considered available for that time.

Examples:

If You Enter What it means
N/A No assignments for that date
Avail., From 6, To 9 Open for assignments with starting times from 6 to 9
Avail, From 4 (To is blank) Available for assignments that start at or after 4
Avail., To 4 (From is blank) Available for assignments that start at or before 4
Avail. (no times) Available for assignments at any time
Avail., From 9am, To 11am, and From 6pm, To 8pm You will be available for assignments in the morning from 9 to 11 and again for assignments in the evening form 6 to 8. You will not be available in the early morning, the afternoon, or the late evening.
 

If you organization use the driving distance feature, each time slot will have a zip code box that you can use to specify where you will be starting from at that time.If you do not enter a zip code in these boxes, your general early/late zip codes will be used or, if those are not entered, your home zip code will be used.

For example, you could put a zipcode for the east side of your city for a time slot from 3pm to 6pm and then a zip code on the west size of town from 6pm to 9pm to indicate you start in the east side of your town but move to the west side later in the evening. You can have up to 3 different locations each day.


There are a 4 buttons at the top of the calendar that may assist you in filling out your availability. You can use them to make all days/dates as available, not available, or clear all information, or replicate the first 7 days of the month to the rest of the month. Use this if most of your availability is the same and then fill in the boxes that are different.

Each date/date box has a button to delete that box's information....it is a small red X at the top of each date's box on the calendar.

Updates to your availability calendar take effect immediately. However, it is possible that assignments that are made but not yet published might be in conflict with availability data entered after the assignment was initially entered. The assignor also has the option, to override the availability and assign you in conflict with your availability.

It is also possible, in the event of a rescheduled game, for you to be assigned to a game in conflict with your availability. The assignor may, at the time it is rescheduled, choose to leave you on that game or may choose to reassign it to someone else.

When viewing your availability calendar, you can see which source is being used for any specific date in a gray bar at the top of each date.

Also listed in
folder Users Guide -> Getting Started

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How does the availability feature work?       How do I use the boxes on the availability calendar?


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