Manage availability
Availability is Hotpot's term for a user's ability to be part of an on-call schedule. The Smart Scheduler uses availability to determine who can fulfill the needs of a given schedule's shift.
To mark yourself unavailable, you must add a record, setting the time range you shouldn't be on-call.
Add unavailability
To add your unavailability in Hotpot:
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Click Add new at the top of Hotpot and select Unavailability.
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Give your unavailability a reason.
This should be publicly visible, like "Doctor appointment."
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Enter the time range.
We encourage you to give yourself space on both sides of an unavailability to account for any last-minute changes, traffic, or similar.
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Select the appropriate unavailability level.
Assuming there are no conflicts, Hotpot records your unavailability and protects it as the schedule develops.
Handle conflicts
If you enter an unavailable time when you're already on-call, Hotpot notices this and prompts you for resolution. You may, for example, notice you're on-call and choose another time. Alternatively, Hotpot helps you create coverage for the time in question.
How far out should you enter unavailability?
Short answer: When you know!
Longer answer: The default settings for Hotpot schedules build schedules 1 month into the future, so any time further in advance than that is great! Additionally, Hotpot prompts you in-app with the best time based on your schedule settings.
What if everyone is out at the same time?
Hotpot flags this situation with as much notice as the schedule allows. This lets the team resolve any problems.
Additionally, Hotpot takes these actions to help you spot issues:
- Presents a calendar-based UI for browsing future availability.
- Users are shown teammates' availability when entering their own, helping to spot conflicts ahead of time.