Enterprise - How to Track Employee Availability

Managing Employee Availability from TempWorks Software on Vimeo.

Why Track Employee Availability?

By tracking employee availability, users are able to search and reach out to the most eager applicants first - decreasing the overall number of calls made to employees as well as the amount of time it takes to fill the order, thus increasing your rapport with employees and customers.

 Quick Steps

Mark Employee as Available

  1. Under the Employee Record, Create a New Message
  2. Select the 'Available' action (or your company's equivalent availability option)
  3. Add any applicable details
  4. Click Save

Search for Available Employees

  1. Navigate to Employee Search
  2. Choose 'Unassigned' Status 
  3. Under 'Enhanced Search', choose 'Profile'
  4. Under 'Message Action' select 'like' and enter Available (or your company's equivalent option)
  5. Click Search

Complete and Detailed Steps

Step 1: Log an "Available" message:

When an employee calls, emails, or states that they are actively seeking work, this is your cue to log the 'Available' message. To do this, navigate to the employee's record. Select to log a message in the 'messages' area  of the employee visifile by clicking the speech balloon on the right side of the pane. This will open the message form. Once there, from the (1) action code drop-down, select 'Available.' In the body of the message, you can include any additional details or stipulations related to their availability. For example,  if they are only available for part time, certain shifts, etc., you can track that. 

Viola! You are done! That is the extent of the data entry that is required by you. The next piece of this equation is tracking the available messages that have been logged. 

Step 2: Search the "Available" messages:

When you have an order that needs to be filled, run a quick search to find all of your employees that have recently reported as available. To accomplish this, navigate to the employee (2) 'enhance search' and select to expand the (3) profile category. From the options listed, select "Message Action" and set the code drop-down to (4) 'Available.'

Before we can search,  a message date parameter is needed. This way, we pull up those employees who have only recently reported as available as opposed to every employee who has reported as available ever.

To do this, select the (5) 'Message Date' field and set the first drop-down to >= (greater than or equal to) and the second drop-down to a recent date or your choosing (7 days ago, 30 days ago, 60 days ago, etc.). In our example, I am searching for all employees that have reported available in the past month, so I set the date to January 1st:


With the search criteria now fully established, run the search.Search criteria can be sorted, grouped, and organized as you see fit. For example, I have selected the (6) message date to organize my search results page by who has reported available most recently. 


*Note* If you have a large number of employees in your search results page consider adding additional criteria, like interest codes, to your search to pare down your results to an even better well matched group of employees.

You can also pull availability information by using the Employee Messages report

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