To ensure you've got the complete picture of your team's availability when planning projects and distributing work, set everyone's capacity in Scoro's Availability settings.
The platform will consider the set working hours when calculating team members' availability in the Calendar, Planner, and Utilization report.
This article shows how to set the default availability schedules and company-wide holidays. Short-term availability changes can be managed from the Calendar by adding time-off entries.
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1. Understanding default availability settings
Whenever you register for an account, Scoro creates a schedule automatically that assumes everyone added to your site works eight hours per day, five days a week.
If this reflects your business, leave the availability settings untouched. Whenever a new person joins your team, they will automatically be added to the default 8-hour schedule.
2. Making changes to the default schedule
To set up new rules or update existing schedules, search for Availability in the settings search bar or head to Settings > Work and projects > Availability.
To ensure you're aware of all the availability rules already in place for your organization, filter the view to All dates.To create a new schedule or override the current one, we recommend selecting the existing rule and duplicating it.
In the next view, you can choose the desired start date for the new schedule. Use the time fields against each user to change individual working hours or update availability for a group of employees at once.
To override the existing schedule for the foreseeable future, leave the Indefinite field ticked. Once saved, the new rota will be in effect from the selected start date onwards.In addition to having a permanent schedule, you may also need to set up temporary rotas for such initiatives as summer hours.
To create a temporary schedule, follow the same steps but instead of keeping the “Indefinite” field ticked, add an end date to the new rota. If your schedule requires your team to work during the weekend or holidays, enable the respective columns.
Holiday hours in the Availability settings will apply to the days you've set up in Scoro's holiday schedule. Review these settings to ensure that reduced hours are taken into consideration on all holidays that fall within your new schedule.Suppose you’re looking for a way to manage individual vacations when planning workloads. In that case, we recommend using Calendar events instead of changing Availability settings.
This way, employees can manage their time off by adding calendar events for their holiday period and linking them to the dedicated Vacation activity type. The data will be visible in the Planner, Calendar, and Reports enabling managers to distribute work considering team members’ vacations. You can read more about how to manage vacations in Scoro.
3. Preventing gaps in your schedule
Whenever you introduce a temporary schedule in Scoro, it will split your indefinite rule in two.
Your regular schedule will continue until the selected start date of the temporary rota. Once the temporary schedule expires, the team availability will automatically return to your indefinite rule.
! We recommend reviewing the start and end dates outlined in the Availability settings regularly to ensure there are no gaps in your schedule.Now that you've set up working hours for your team members, you're all set for using the Calendar, Planner and Utilization report to plan work and delegate tasks.