On the Team Schedule, you can list people by how much time they have free: the most over-booked first, to fix clashes, or the people with the most spare hours first, to find someone for new work.
Availability is a person's standard working hours minus the hours booked for them, over the date range you choose.
Sort by availability
Click Team Schedule in the left menu and open the Team Schedule tab.
Choose the date range in the menu above the names: This Week, Next Week, Last Week, This Month, Next Month or Last Month. For Custom, pick a start and end date up to 3 months apart and click Apply.
Click Sort, choose Availability, then Asc or Desc.
Asc puts the least available people first, so anyone over-booked is at the top. Desc puts the people with the most spare hours first. People with the same availability are listed by name.
To keep this order, click Update on the tab, or Save as New for a separate "By availability" view. See custom views. Availability sorting used to be in the filter popup; it's now under Sort.
What the figures mean
Under each name you see the hours booked, the person's standard hours and their utilisation, for example 35h/40h (88%). The percentage turns red above 100%. Hover over the name for Scheduled Hours, Standard Working Hours and Available Hours.
- Standard hours come from the person's Standard Working hours for each day of the week, set in Contacts, less public holidays. See scheduling settings.
- Leave counts as booked time, so it lowers availability.
- The date range decides the figures, not the days on screen. Scrolling, the arrows and jumping to a date don't change them.
- Total available: the figure beside the date range adds up the available hours of everyone listed, and turns red below zero. Search and Row Visibility filters change who is counted.
- Booking Visibility filters only hide bars. The figures still count every booking.
The availability strip
A thin strip above each day on a person's row shows how full that day is.
Strip | Meaning |
|---|---|
Grey, with a number | Nothing booked. The number is their working hours that day. |
Green, with a number | Partly booked. The number is the hours still free. The darker the green, the fuller the day. |
Green, Full | Booked for exactly their working hours. |
Red, with a number | Over-booked by that many hours. |
No strip | A day off. Public holidays are shaded grey: hover over the day for the holiday's name. |
A day can be red even when the person's total for the range is under 100%. A booking on a day off or holiday, made with Schedule on days off, always shows red, because the person has no working hours that day.
To fix an over-booked day, drag a booking to someone else or to other days, change its hours, or split it. See getting started with resource scheduling. To compare booked, available and logged hours over longer periods, run the Staff Utilisation report.