# Roster Availability ## Overview The Roster Availability is used to records the availability of [users](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration) (usually staff) for a given shift. Roster Availability is used with the Rostering functions but can be used standalone. ### Positions The following table outlines [positions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/concepts-and-fundamentals#events-users-positions-and-duty) that can manage this register and what users with them can do according to their default security policies:

Position	Description
Operations Officer	Add and edit their own availability
Operations Coordinator	Manage the availability of users Export availability View reports

Other positions may have similar security policies. A [System Administrato](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions)r can establish positions with custom security policies. ### Setup & Configuration Refer to: [Configuring the System](https://docs.cw.crisisworks.com/system-administration/configuring-the-system) and [Administration](#administration) The following steps should be done to configure the system. 1. Enable the register 2. Enable the positions 3. Configure the shifts #### Enable the register To enable the register for the Event, [Manage the Event](https://docs.cw.crisisworks.com/system-administration/managing-events) and add the register by ticking it [under registers](https://docs.cw.crisisworks.com/system-administration/managing-events#registers). #### Enable the positions To enable users to sign in, [Manage the Event](https://docs.cw.crisisworks.com/system-administration/managing-events) and add the [Roster Availability positions](#positions) by ticking them [under positions](https://docs.cw.crisisworks.com/system-administration/managing-events#positions). Make sure to [add these positions](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#positions) to the relevant users. #### Configure shifts To configure shifts, use the [Roster Availability lookup](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups). A default 'Main' shift comes pre-installed. ### Access To access the register: 1. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) with an appropriate [position](#positions). If you can't access it, contact your System Administrator. 2. Locate the *Roster Availability* register under **Operations > Roster Availability** in the menu.

Location of the Roster Availability register in the module menu

{% hint style="info" %} Note that Relief Registrations must be [enabled for the event](https://docs.cw.crisisworks.com/system-administration/managing-events#registers) by your System Administrator. {% endhint %} ### Operation Roster Availability records are created either by users or a Coordinator (refer to [Positions](#positions)). User can [add availability](#adding) if they have access to the register by adding dates, times and shifts that they are rostered on for. Coordinators can also add availability for any user including themselves. When adding new records, the [Availability](#availability) is set to Available by default, although users can set this to either Available or Unavailable. The Unavailable status will override Available for the same date. So if a user is available for three months except for one week, they can create one 'Available' record for three months and one 'Unavailable' record for one week in the middle. If you're working on an item it can be set to Draft. For availabilities that have similar date ranges, shifts or users you can use the Template option. If an item is no longer needed it can be set to Cancelled; Closed (Duplicate); or Closed (Error). ## Finding user availability information {% content-ref url="../../concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers" %} [searching-filtering-and-querying-registers](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers) {% endcontent-ref %} The find items you can use: * [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view) view * [Filters](#information-editinganexistinginformationitem-1) including Active, Workflow (Available, Unavailable etc) and Unassigned * A combination of filters and search by most fields

Roster Availability datagrid (sample view)

### Filters Filters help make management of *Roster Availability* easier by focusing on specific groups of items on the datagrid.

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	Use
Main	Active	Finds all Active items (Available, Unavailable or New)
	Recently Updated	Finds all items updated in the last 5 days
	All	Finds all items in the register
Total	Active	Finds all items with an Date Until less than 30 days away
	Mine	Finds all items with you set as the User
Region	[List is based on your system configuration]*	Refer to: Regions
Workflow	Available	Finds all items with Status of Available
	Cancelled	Finds all items with Status of Cancelled
	New	Finds all items with Status of New
	Unavailable	Finds all items with Status of Unavailable
Assignments	Unassigned	Finds all items where Assigned is not set

\* May vary based on your system configuration

## Opening and Viewing {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items" %} [viewing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items) {% endcontent-ref %} When viewing Roster Availability items, sections can be expanded to show information. As each section is completed, new sections may show additional information.

Screenshot showing read only view of the General section. The user is available for most of the September.

## Settings Roster Availability has the following sections: | Left Column | Right Column | | ----------------------------- | --------------------- | | [Record Notes](#record-notes) | [Workflow](#workflow) | | [General](#general) | [Activity](#activity) | ### Record Notes When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes) ### General The General section contains the main availability details with the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) provided. #### Date From Use this setting to set the date that the user is available from. This is required. Refer to: [Setting Dates](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) #### Date until Use this setting to set the date that the user is available until. This is required. Refer to: [Setting Dates](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates) {% hint style="info" %} It is possible to set a Date until before the Date from, however do not do this as it can affect the availability results. {% endhint %} #### Shift Use this setting to select the shift(s) from the list. This is required. Once selected, these appear like tags and can be similarly removed by toggling them off the list with the cross.

Shifts are set up by your System Administrator. Refer to: [Setup & Configuration](#setup-and-configuration) #### Availability Use this setting to whether the user is Available, Unavailable or something else.

Status	Datagrid Icon	Notes
Available		All new Roster Availability items begin with this status
Unavailable
New
Cancelled
Closed (Duplicate)
Closed (Error)
Draft
Template

#### User Use this setting to select a user who the availability is for from the list. #### Details Use this setting to add details on ths availability. For example, there might be notes about certain days or if the user has limited capacity. They can be added here. ### Workflow #### Tags Refer to: [tags](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items) ### Activity Refer to: [Viewing Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity) ## Updating {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} When updating an item: * Add notes on your edits in the **Record Notes** field * Complete each section of the [Settings](#register-item-settings) as required. Note that some options may open up new sections to complete.

Editing a sample Roster Availability item

## Adding {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items" %} [adding-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) {% endcontent-ref %} 1. From the register, in the New item menu select the **New Roster Availability**

button (or drop down the list from any other register and select it) 2. Complete each section of the [Settings](#register-item-settings) as required. 3. Save

## Bulk Actions {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions" %} [bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions) {% endcontent-ref %} The following additional bulk actions can be performed via the Actions menu: | Action | Description | | ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Copy IDs | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids) | | Export to Report |

Refer to: Export to Report
Exports to Roster Availability Report

| | Bulk Edit | Refer to: [Bulk Edit](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#bulk-edit) | ## Importing {% content-ref url="../../system-administration/configuring-the-system/imports" %} [imports](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) {% endcontent-ref %} A System Administrator can import in bulk via the Import system using the [Availability Periods](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/register-items/availability-periods) option. ## Reports {% content-ref url="../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} The main report, **Roster Availability** found in [Rostering Reports](https://docs.cw.crisisworks.com/modules/reports/rostering-reports) can be run from either the Bulk Actions or the Reports menu.