🕰️ Est. Time: 5 minutes

🎯 Goal: Understand how the Availability Modal works, and how you can use this across your business

🔑 Requirements: Access to the schedule permission, as well as an understanding of how the Schedule tool works

What is the availability modal?

The Availability Modal is one of Streamtime’s most potent features for planning business operations.

It breaks down your teams capacity in a simple and clear way, allowing you to make informed business decisions around scheduling, taking on new projects, and can even influence hiring decisions.

Why should I use the availability modal?

The Availability Modal allows you to get an overview of how your team are tracking - and can inform new business decisions, as well as enabling you to keep track of your teams wellbeing in a more holistic, birds-eye view.

You can see some top use cases here, but we definitely recommend checking out this feature and seeing how it can help in your specific workflows day to day.

How to access the availability modal

From the Schedule

To access the availability module, click the three dot menu in the top right corner of the Schedule, and click ‘view availability’.

Via a Shortcut

From anywhere within Streamtime you can press G+A to pull this up using the shortcut.

What can you see?

Depending on how you group your view you will see a total amount of hours available for the Organisation/Branch/Role then when you click the turnkey down you will see how many hours each team member has available.

When you hover over the availability field, a helpful tooltip will appear, providing you with valuable insights. Here's what you need to know:

Work Hours: The hours allocated to each team member in their profile, e.g., 8 hours a day.
Scheduled: The hours scheduled for your team's ToDo's that haven't been completed yet (including "paused" and "tentative" todos).
Unscheduled: The hours planned for a job, but not yet scheduled or used.
Used: The hours your team members have already logged.
Available: Any remaining hours left to schedule.

How can I see what’s impacting my teams availability?

When you hover over your team members availability, you can see a summary of the top jobs that are contributing to the overall figure. You can also click on the pop out within this, which will take you to the main jobs in the Jobs and their Items view, so you can see how this is impacting your team member.

Editing your view

You can change the way you view the Availability Modal with a few different options

Group By

You can group your view by Organisation Branch or Role.

Weekly or Monthly

you can display the available hours by week or month.

Include Unscheduled

By default the Availability Modal will only show available hours as total number of hours a person is available for less any hours that have been scheduled. By including unscheduled hours you include hours that may be planned but not scheduled yet.

Unassigned Time

When time is allocated to a role but no to a person it will still show up in the Availability Modal but only when unscheduled hours are included

Top use cases for the availability modal

Naturally, the main use case for the Availability Modal is being able to plan the day to day operations but there are some other cases where this feature may come in handy.

Pipeline Management

The Availability Modal can assist your sales team in managing their pipeline. In this brief video taken from our webinar on managing your pipeline, we discuss using the Availability Modal to prioritise leads that you have capacity for.

Suppose you've noticed that your accounts and strategy teams are overloaded, but your copywriters have plenty of availability. In that case, you can use this knowledge to prioritise any copywriting leads you may have.

Workforce Planning

In this brief scenario I go through the thought process of approving a leave request using the Availability Modal to give me a live view of what work is schedule for my team member and what work is incoming for someone in that role.

Find the Perfect Fit for your New Project

Find the perfect fit for your new project! Got a new project, but not sure who to assign it to and how to fit it in? No worries, the Availability screen has got you covered.

Just click the three-dot menu in the header bar to access the availability menu, where you can see availability in both weekly and monthly groupings. Use this overview in combination with your schedule views to plan out your new project. And don't forget, paused To Do's are always taken into account in this view.

💚 Healthy Business Tip: Open communication is key to a successful team! Break down barriers and promote effective communication by providing diversity training, encouraging one-on-one check-ins, and utilizing workplace messaging tools. Your team will feel heard and supported, and you'll be able to address any potential burnout before it happens!

FAQs

How do paused to do’s impact the availability module?
To learn about how paused jobs, items and to do’s impact the availability module, see here.
Do archived jobs impact the availability module?
Archived jobs will not impact the availability module.