Knowing your crew's availability is helpful (but not mandatory) to planning crew members on functions. In this article, we explain how to add and view your crew availability.

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Availability overview

Availability is indicated by color. Crew members can be displayed in the following colors:

No color: Availability unknown

Green: Available: Crew member can be planned on the function.

Red: Not available: Crew member cannot be planned on the function.

Yellow

: Invited: Crew member was invited for function or availability was requested -  Has not replied yet.

You can view your crew members' availability in several locations:

Crew planner Schedule card Crew scheduling tab

The account_circle Crew planner module provides an overview of all crew and transport functions of all your projects, including your crew members' availability.
To view your crew members' availability:

1. Open the account_circle Crew planner module
2. Select the desired time period. 

3. Drag the availability timeline to open it and select the crew members whose availability you want to view.

You can also use the side crew column to view the availability of your crew members:

1. Select a function.
2. Drag the side crew column to open it.

You can also see the availability of each crew member under the crew member's schedule card.

1. Go to the people Crew members module.
2. Double-click on a crew member to open their information page.
3. Find the crew schedule card under Schedule.

Lastly, you can also see your crew members' availability in the Crew scheduling tab of your project.

1. Navigate to the Crew scheduling tab or a project.
2. Select a function.
3. (Optional) Click on watch_later Open timeline to see your crew members' availability in the timeline.

Enter crew availability

There are three ways to register your crew (and freelancers') availability:

1. Enter your crew availability yourself 

If you know your crew availability, you can enter it yourself using the event My schedule module or the account_circle Crew planner module. 

Crew planner My schedule

1. Open the watch_later timeline.
2. Select the crew member(s) in the watch_later timeline.
3. Click and drag in the timeline (on the same level as the crew member's name) to select a time period.
4. Select Availability in the pop-up that appears.
5. Select how you want to mark the crew member(s): Available, Unavailable or Unknown.
6. (Optional) Adjust the time period, set a recurrence, or add a remark. To add availability for multiple crew members at once, type their names and select them.
   
   Want to add the availability for all preselected crew members?

   Click on more_vert More actions and select "Add all preselected crew members."
   
7. Click on Set availability

1. Click on a date or drag it to select multiple days in the calendar.
2. Select Availability.
3. Select how you want to mark the crew member(s): Available, Unavailable or Unknown.
4. (Optional) Adjust the time period, set a recurrence, or add a remark. To add availability for multiple crew members at once, type their names and select them.
   
   Want to add the availability for all preselected crew members?

   Click on more_vert More actions and select "Add all preselected crew members."
   
   Note: By default, you are selected when entering availability through event My schedule module. If you do not want to enter your own availability, be sure to de-select yourself.
5. Click on Set availability

2. Let each crew member enter their own availability

Setting up the correct user rights for your crew, they can enter their own availability through the event My schedule module.

3. Request availability for the time of a function

If you want to know if someone is available for a job - without giving out information about the job - you can request the availability for the time of a function.

Availability timeline

The availability timeline provides you with a more complete overview of the availability, planning, appointments, and reservations of one or multiple crew members. You can find the timeline in the people Crew members module, the account_circleCrew planner module , and the Crew scheduling tab of a project.

Available or not?

A crew member is shown as (un)available based on several factors. Below we have clarified the different situations.

Not available
- Crew member is already planned on a function with the same or overlapping time periods.
- Crew member has an appointment - Appointment details that he can't work on other functions.
- Crew member has indicated in the schedule that he/she is not available.
- Crew member has replied 'not available' to an invitation.

Available
- Crew member has indicated he/she is available in the schedule.
- Crew member has answered 'available' to an invitation.
- Crew member is reserved for a certain time period (only possible in more comprehensive crew planner).

What happens to the availability when a crew member is partially available/not available?

• When a crew member is partially not available during the time period of the function he will not be available.
• When a crew member is partially available during the function period and for the rest of the period his/her availability is unknown he/she will be available.