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.

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

Color	Meaning
Green	Crew member can be planned on the function.
Red	Crew member cannot be planned on the function. There is another function or job that the crew member is currently planned on.
Yellow	Crew member was invited to the function or availability was requested - Has not replied yet.
No color	Availability unknown. No availability entry

Availability factors

A crew member is shown as (un)available based on several factors. Take a look at the different situations and how availability is affected.

Not Available Available Partial Availability

Crew member is already planned on a function with the same or overlapping time periods. An example: A crew member has an appointment that conflicts with the function.
Appointment details that he cannot 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.

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).

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.

View crew availability

Crew planner Crew schedule card Project crew scheduling tab

The account_circleCrew 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:

Open the account_circle Crew planner module.
Select the desired time period.
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:

Select a function.
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.

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

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

Navigate to the Crew scheduling tab or a project.
Select a function.
(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

Open the watch_later timeline.
Select the crew member(s) in the watch_later timeline.
Click and drag in the timeline (on the same level as the crew member's name) to select a time period.
Select Availability in the pop-up that appears.
Select how you want to mark the crew member(s): Available, Unavailable or Unknown.
(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."
Click on Set availability.

Click on a date or drag it to select multiple days in the calendar.
Select Availability.
Select how you want to mark the crew member(s): Available, Unavailable or Unknown.

(Optional) Adjust the time period, set a recurrence, or add a remark. To add availability for multiple crew members at once, click on the magnifying glass 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."
set for preselected crew members.gif

Note: By default, you are selected when entering availability through My schedule module. If you do not want to enter your own availability, be sure to de-select yourself.

Click on Set availability.

2. Let each crew member enter their own availability

Note: Set up the correct user rights for your crew to be able to enter their own availability.

Click on a date or drag it to select multiple days in the calendar.
Select Availability.
Select how you want to mark yourself: Available, Unavailable or Unknown.
(Optional) Adjust the time period, set a recurrence, or add a remark.

Note: By default, you are selected when entering availability through event My schedule module.
Click on Set availability.

Let your crew members or freelancers enter their own availability via the Rentman mobile app. Take a look at this article for more information.

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. Take a look at this article on the different types of invitations in Rentman.

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.

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Enter and View Your Crew's Availability using Rentman Desktop