KB: Availability

You can update your availability from 4 weeks after the current date. You can update your availability at any time, the earlier the better. Anything you require within the next 4 weeks from the current date, will need to be emailed to Jaimie and Steph who will respond via email as to whether they approve or not. If any request is denied, you will find the reason for this in the comments, so can be checked in your own Dayforce. As with holiday requests, ALL Availability requests must be requested with an accompanying email to Jaimie and Steph.

There are two types of availability; 

• Default availability is your standard availability that runs through the year.

• Temporary availability is a temporary change to your usual availability, such as an evening or weekend day you’re unable to work due to an event, for example.

Default Availability

• This should really only be updated if you have a contract change and your availability has changed permanently going forward.

• Default should include any recurring events, such as football training on a Tuesday night.

• Please always include an additional 30 minutes at the end of each shift in order to ensure you can be paid if a shift runs over. This does not mean you will be working to this time, it is a failsafe for if you get caught with a customer.

• Please do not select 'All Day' as an option as this has an impact on shifts and holidays. If you are available for either day shift or backshift, please enter 07:30 - 20:30.

• If you take public transport to work and the earliest you can arrive is 08:15, please ensure your availability states you can start from 08:30 only.

Temporary Availability

This should be updated for a number of reasons;

• Booked events, particularly for FT staff at the weekends. If this is approved we can ensure you are not put in for an unsuitable shift (please ensure this is checked before you book anything). Any requests that are denied will have a reason entered in the comments, for example if you have made a request in Dayforce but not sent an accompanying email, you will be advised in the comments.

• Changes to operating hours (see below). Any changes to operating hours where your shift needs to move, you will be asked to update your availability to match operating hours.

• If you need to work your hours at a different time or day on a particular week, you will need to update your availability.

• For appointments, please email Jaimie and Steph separately with the reason you require a change to shift time / day. If the appointment is beyond 4 weeks, they will ask you to update your availability in order to accommodate any shift or day change.

• These will ensure you are not put in for a shift you cannot do. Please request as far in advance as possible and remember you can only update your availability for 4 weeks ahead of the current date on Dayforce.

Once you have made your availability requests, these are to be approved by Jaimie and Steph. Approvals for being made n/a for particular dates is based on how many staff we have available, how many people may have already booked a holiday or requested to be marked n/a. As with the current process, Jaimie and Steph ensure that availability requests are fair for everyone, so if you request every weekend off over the summer, these will not be approved as this is not a fair way to authorise this. As with holidays, just double check you can have the request approved before booking anything in. Any denied requests will have a comment added and your email replied to.

Changes to Operating Hours

Availability needs to match operating hours. At various points throughout the year there may be changes to our operating / opening hours. When it is quiet, we may close earlier and when it is busy (particularly Black Friday and Christmas) we will extend our opening hours in order to meet customer demand. For these times, we require you to update your availability to accommodate the changes in operating hours. All CX contracts are based on working hours, not actual shift times.

Just to clarify regarding extended and contracted shifts. If you are contracted for 4 hours on a Wednesday and you are not available until 4pm you will most likely be working a 4-8 shift. If you are contracted to 6.5 hours on a Saturday and our opening hours have extended to a 9-6 shift, you may be put in for an 8-3, 9-4, 10-5, 11-6 or any variation in between unless you have stated on your availability you are only available for specific hours on a particular day. The same applies to a Sunday. If you are contracted 5.5 hours but we have extended to a 9-6 shift then you could be in for a 9-3, 10-4, 11-5, 12-6 unless specified otherwise. Some of you will have your shifts extended to work the full 9-6 shift.

When we reduce hours such as Christmas Eve, Boxing Day, etc. if you are contracted to 4 hours but normally work a 4-8, your shift will be pulled forward to earlier in the day unless you have advised in your availability of a specific time. Any changes to operating hours where your shift needs to move, you will be asked to update your availability to match operating hours.