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Availability & Capacity Management

As an admin, you control how availability and capacity are set and used across your team. This ensures that job assignments are made only to teammates who are truly able to handle them, balancing workload and avoiding conflicts. Availability is the foundation for scheduling, while capacity determines how much work a teammate can reasonably take on.

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Why It Helps

  • Prevents assigning jobs to teammates when they are not available.
  • Provides flexibility for teammates to manage their own schedules while giving admins visibility into overall coverage.
  • Helps managers balance workloads and prevent burnout.
  • Supports better planning and faster confirmations for proceedings and transcription work.

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Managing Availability

Availability tells the system when a teammate is open to work and when they are not. As an admin, you can view and update these settings if needed.
  • Add Availability Blocks
    Teammates can add specific dates and times when they are available. Multiple blocks can be created to cover different parts of the day or week.
  • Recurring Availability
    For teammates with consistent schedules (e.g., always available Mondays and Wednesdays), recurring availability can be set so the calendar stays accurate without frequent updates.
  • Unavailable Dates
    If a teammate schedules vacation or time off, they can mark themselves unavailable. Admins will see these dates reflected in scheduling and should avoid assigning work during those times.

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Capacity Settings

Capacity measures how much work a teammate can take on each day. This is calculated in hours, and it helps the system distribute jobs fairly and realistically.
  • Daily Capacity
    Each teammate can have a set number of hours they are available to work per day. Part-time teammates should have lower daily capacity so the system doesn’t overbook them.
  • Proceedings Buffer
    For in-person or away proceedings, the system automatically adds a 2-hour buffer before and after the event. This ensures travel, setup, and unexpected delays don’t conflict with other scheduled work.

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Available Workers Logic

The system evaluates availability and capacity together to group teammates into categories:
  • ✅ Available
    Best candidates for the job. They are marked as available, have free time on their calendar, and their calculated work capacity is high.
  • ⚠️ Limited Capacity
    Teammates are available but close to their workload limits. After factoring in time off, their total available hours are less than half of what’s expected for the period. They can still take work, but it may be a risk.
  • 🚨 Limited Availability (Urgent Jobs)
    For “Tight Turnaround” tasks (due in 3 business days or less), teammates with even one full day off during that period are flagged here. They may be fine for normal jobs but aren’t ideal for rush jobs.
  • ⛔ No Capacity
    Teammates may appear available, but once all appointments and partial time off are factored in, they have zero (or negative) available hours for the period.
  • 🗓️ No Availability
    The teammate has full-day time off or vacation booked for every business day in the period.
  • ❌ Unavailable
    The teammate’s availability switch is turned off in their profile. They aren’t taking work at all.

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Best Practices for Admins

  • Review teammate availability and capacity before assigning urgent jobs.
  • Encourage teammates to keep their calendars updated with both recurring and one-time availability.
  • Use daily capacity settings to balance workloads across the team.
  • Pay attention to buffers for proceedings when planning multiple jobs in a short timeframe.