Skip to main content

Shift availability

Shift availability tells you which candidates are free to work, and when. Once availability is recorded, you can match candidates to open shifts in seconds.

Each candidate has a Schedule tab where you set and view their availability. You can also record it on a candidate's behalf when they share it over the phone.

Candidates declare availability via the portal​

Candidates log into the candidate portal and set the dates and times they are free to work. They can declare:

  • A recurring weekly pattern, for example "every Monday and Tuesday, 7am to 7pm".
  • Ad-hoc dates for specific days, on top of or instead of the recurring pattern.
  • Unavailable dates to block out holiday or other commitments.

Changes appear in Scheduling views once saved.

Candidate-driven

Candidates can update their own availability anytime via the portal; you see the change immediately.

Setting availability on the Schedule tab​

Each candidate has a Schedule tab. This is where you set and view their availability, including when a candidate shares it over the phone.

  1. Open the candidate record (for example, Sarah Williams) and go to the Schedule tab.
  2. Click Edit in the top banner, on the far right, to make the schedule editable.
  3. Click any day on the calendar to open the Add event pop-up.
  4. Choose a type, for example Available.
  5. Tick All day, or set a specific start and end time if the candidate stipulated one.
  6. Click Save.

The candidate sees the entry in their portal and can edit it themselves later.

Public holidays​

The calendar can show public or bank holidays according to the selected jurisdiction. Set the Public holiday state selector to the region you intend to book the candidate in (for example, a specific state or nation). This filters the displayed holidays to that region.

Region-specific

Public-holiday jurisdictions vary by country, for example UK nations or Australian states. Pick the one that matches where the candidate will work.

Marking recurring availability​

To mark availability that repeats:

  1. In the Add event pop-up, set the repeat to Weekly (Monthly and Yearly are also available).
  2. Select the weekdays the candidate is free, for example Monday to Friday.
  3. Set an end date.
  4. Click Save.

The schedule then shows available events on the selected days, with weekends excluded where configured.

Qualified and available

Once a candidate has a CV attached and availability set, they become qualified and Available. They appear on the Scheduling page as available and pull into the Pipeline as a qualified lead.

Recurring patterns vs ad-hoc dates​

  • Recurring weekly patterns are best for candidates with stable shift work. You set the pattern once, and RecSphere applies it until you change or end it.
  • Ad-hoc dates are best for candidates whose availability changes week to week. Record each window as it is shared with you.

You can mix both. A candidate may have a recurring Monday and Tuesday pattern plus the occasional weekend.

Availability heatmap​

The availability heatmap shows how many candidates are free on each day, across your roster. Darker cells mean more candidates available; lighter cells flag days when you may struggle to fill shifts.

Open Scheduling, then use Candidate Forecast or Shift Availability depending on whether you want the forecast grid or the availability-focused view.

Filtering the view​

Filter the heatmap and the availability list by:

  • Location, for example Bristol Royal Infirmary or Oxford Logistics Hub.
  • Role, for example Senior Nurse or Warehouse Operative.
  • Grade or band, where your client uses grades.

Filters combine. Selecting Bristol Royal Infirmary and Senior Nurse shows only candidates whose profile matches both.