# User Unavailability Report

Source: https://docs.astalty.com.au/guide/reports/user-unavailability-report

> Review your team's unavailability on a weekly calendar to support efficient rostering and resource planning.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

> **Access to this report**
>
> By default, only Admins can open this report. A Manager can open it once **Can access Scheduling** is turned on for them.

Open [**Reports > Team > User Unavailability**](https://app.astalty.com.au/reports/team/availability).

![The Reports page with User typed in Search reports and the User Unavailability row highlighted in the Team list, described as Review staff unavailability to support efficient resource planning.](https://docs.astalty.com.au/assets/user-unavailability-report-list.png)

## Report Overview

The User Unavailability report shows your team's recorded unavailability and leave on a calendar, with each staff member listed down the side. It gives schedulers a single view of who is away and when, so shifts can be planned around leave and other commitments.

The calendar lists staff with **Can be Scheduled for Supports** turned on, including invited users. Restricted and deactivated users are left out.

For how staff record and manage their availability in the first place, see [Managing Availability](https://docs.astalty.com.au/guide/scheduling/managing-availability).

![The User Unavailability calendar in Day view, with staff listed down the left under a Search box, hourly columns across the day, and a Leave entry from 09:00 am - 05:00 pm on one staff member's row.](https://docs.astalty.com.au/assets/user-unavailability-report-overview.png)

## Navigating the calendar

- **Staff list & search** - each staff member appears as a row on the left, sorted by name. Use the **Search** box above the list to find a particular person.
- **Date navigation** - use the **‹** and **›** arrows to move back or forward a period, and **Today** to jump back to the current date. In Week view, the month and year you're viewing show beside the arrows, and weeks start on Monday. In Day view, a date picker there lets you jump to any date.
- **Events** - blocks show when a staff member is away, covering both **Leave** and **Unavailability**, with the time range labelled on each block. Hover over a block for its type, times, leave type, how it repeats and its status.

Requests show whatever their status, so check the status before planning around one:

| Status                | How it shows                                                                                      |
| --------------------- | ------------------------------------------------------------------------------------------------- |
| Approved              | A red block labelled with its type, such as **Leave**.                                            |
| Pending               | An orange block, labelled for example **Leave (Pending)**.                                        |
| Declined or Cancelled | A grey dashed block, labelled for example **Leave (Declined)** or **Unavailability (Cancelled)**. |

## View options

Use the settings (sliders) icon in the top-right to change how the calendar displays:

- **View Mode** - switch between **Day** and **Week** (the report opens in Week view by default).
- **Show only staff with unavailability** - hide everyone who has no entries in the current period, so the calendar only lists the staff you need to plan around. Entries of any status count, so a staff member whose only entry is a declined request stays listed.

Both options are remembered in your browser.

![The User Unavailability calendar with the view options button highlighted and its panel open, showing View Mode set to Week, with a Day option, and Show only staff with unavailability ticked.](https://docs.astalty.com.au/assets/user-unavailability-view-options.png)

## Filtering

Use the **filter** (funnel) icon to narrow which staff appear:

- **Team** - show only staff in one or more selected teams. It appears when the Teams feature is enabled.
- **Preferred worker for** - show only staff who are a preferred worker for one or more selected Participants.

Your filter selections are remembered in your browser.

![The User Unavailability calendar with the filter button highlighted and its menu showing the Team and Preferred worker for filters.](https://docs.astalty.com.au/assets/user-unavailability-filters.png)