Employee Availability

The Employee Availability activity in PAR OPS is essential for effective scheduling in a restaurant. This activity allows store managers to review overall employee availability, manage time-off requests, and establish blockout periods during which time-off requests cannot be submitted. Ensuring accurate employee availability is crucial for scheduling the right employees at the right times, which contributes to smooth operations and excellent customer service. By centralizing and managing availability data, this activity helps maintain an organized and efficient scheduling process, ultimately supporting the restaurant's success.

What can be reviewed and edited in Employee Availability?

• Current Availability - This section is used to review employee availability, detailing days and time frames when an employee is unavailable to work.
• Future Availability - This section is used to review Pending, Approved, or Rejected availability requests for future effective dates. Each request must be approved or rejected by the manager.
• Time Off Requests - This section allows you to view Pending, Approved, or Rejected time off requests. Each request must be approved or rejected by the manager.
• Time Off Blackout - This section allows you to set specific dates when time off requests are not accepted. Employees will not be able to select the blackout dates for their requests. Any time off requests approved before the blackout period will remain approved, while pending requests must be reviewed and either approved or rejected by the manager.

How do I update an employee's current availability?

When an employee is first added to PAR OPS, their availability is assigned as Available for all days and can be edited.

1. Go to Employee Availability
2. Select the Current Availability tab
3. Use the job/employee filter to refine your view
4. Select the day you want to edit
5. Choose one of the following options:
   • Available: The employee is available all day.
   • Available from: Enter a start and/or end time when the employee is available.
     • Example: To show that an employee is available all day until 4:00 PM, enter only 4:00 PM as the end time.
   • Unavailable: The employee is unavailable all day.

How do I add an employee's future availability?

Only employees can enter their future availability through the app. Once they submit their future availability, the request will appear in the Future Availability tab.

How do I update an employee's future availability?

Only employees can enter their future availability using the app. Once submitted, the availability request will appear in the Future Availability tab for managers to approve or reject.

1. Go to Employee Availability
2. Select the Future Availability tab
3. Use the Pending to refine your view
4. Select the down arrow to review the availability changes
5. Select the text icon to view the employee's comments
6. Select Approve or Reject
   Note: If you reject the request, enter a comment in the Rejection Reason dialog. This comment will be sent to the employee.

All pending future availability requests will continue to show in the Future Availability section until they are approved or rejected.

All approved and rejected availability requests will continue to show in the Future Availability section until the assigned effective date occurs.

How do I add a new time off request for an employee?

Employees can add or update time-off requests in the PAR OPS app. Managers can review and approve pending requests.

How do I update a time off request for an employee?

After a time-off request is submitted, you can approve or reject it. Use one of these options:

Option 1: Use the Activity Feed

1. In the Activity Feed, select Employee Schedule Requests
2. Review the time off request
3. Do one of the following:
   • Select Approve All or Reject All at the top
   • Select Approve or Reject for individual requests

Option 2: Use Employee Availability

1. Go to Employee Availability
2. Select the Time off requests tab
3. Find the request
4. Select Approve or Reject
   Note: If you reject a request, a pop-up appears where you can add a comment. The comment is sent to the employee.

Option 3: Use the PAR OPS App

1. Login to the PAR OPS App with your store login
2. In Activity Feed, select Employee Schedule Requests
3. Do one of the following:
   • Select Approve All or Reject All at the top
   • Select Approve or Reject for individual requests

How do I add a time off blackout period?

1. Go to Employee Availability
2. Select the Time off blackout tab
3. Select New Item
4. Enter the Date(s) and Description
5. Select Save

How do I update a time off blackout period?

1. Go to Employee Availability
2. Select the Time off blackout tab
3. Navigate to the row and cell
4. Edit the description and/or date details
5. Select Save

FAQ

Who cares about employee availability?

Store managers, scheduling coordinators, and HR personnel care about employee availability to ensure effective and efficient scheduling.

What is the goal of employee availability?

The goal of employee availability is to accurately track when employees are available to work, manage time-off requests, and establish blockout periods to ensure the right employees are scheduled at the right times.

Where can this information be viewed?

This information can be viewed in the PAR OPS system, specifically within the Employee Availability activity and related scheduling settings.

What other reports or activities are impacted by an entry in employee availability?

Entries in employee availability impact scheduling reports, time-off management, and overall operational efficiency by ensuring that employee schedules align with their availability.

How do I know if there is an availability or time off request submitted?

You'll see a notification in Activity Feed under Employee Schedule Requests when a request is submitted. You can approve or reject the request directly from the notification.

How is an employee's availability first setup?

When an employee is first added to PAR OPS, their availability is assigned as Available for all days and can be edited.

When do pending future availability requests drop off of the Future Availability section?

The Future Availability section will continue to display all pending future availability requests until they are approved or rejected.

When do approved or rejected future availability requests drop off of the Future Availability section?

All approved and rejected availability requests will continue to show in the Future Availability section until the assigned Effective Date occurs.

How do I use the PAR OPS App as a manager to approve/deny availability and time off requests?

Select the notification to be directed to the Web link to complete request.