Managing Vacation and Unavailable Days: Your Guide to Optimized Scheduling

This documentation outlines the improved features for managing team availability, ensuring fair and efficient meeting/lead distribution.

Previously

• Users only managed unavailable days through their availability profile.
• These days impacted meeting/lead scheduling.
• User calendars (out-of-office/busy) also influenced availability.

Introducing enhancements

1. Admin/Owner Control:

• Admins/owners can now set vacation/unavailable days for any team member on the dedicated "Vacations" page.
• This offers greater flexibility and control over team scheduling.
• Users retain the ability to manage their personal unavailable days.

2. Consolidated Availability

• Both availability profile and vacation page contribute to determining individual availability.
• For optimal accuracy, utilize the "Vacations" page for unavailable days.
• Maintain specific days as unavailable in the availability profile only if different from the "Vacations" page.

3. Weighted Round Robin Algorithm

• Unavailable days marked on the "Vacations" page are factored into the weighted round robin algorithm.
• This ensures team members are skipped for meeting/lead allocation when marked unavailable.
• Promotes fairness in meeting distribution across the team.

4. Dynamic Weight Adjustment

• User availability in the weighted round robin list automatically adjusts based on unavailable days.
• This ensures proportional allocation of inbound meetings based on actual working days.
• For example, a user taking two weeks off will have their weight adjusted to 50% for that month.

Key Terms

• Interval days: Total days in a month.
• User interval days: Days a team member is part of the weighted queue (adjusted for mid-month joins).
• User unavailable days: Days the user is unavailable due to vacation/training/workshop.

Getting Started

1. Access the "Scheduling => Vacations" page.
2. Review and update individual unavailable days as needed.
3. Encourage team members to maintain up-to-date availability.