STAFF AVAILABILITY
Know who can work before you start planning
Your team tells Toonio when they can work. You see it on the screen where you build the schedule — not in a group chat you have to scroll back through.
TWO SIDES, ONE ANSWER
One question, asked once
Availability isn’t a module you maintain on the side. It’s one fact, seen from two ends.
THE TEAM
“I can work Monday afternoon, Thursday evening and all day Saturday.”
Answered from their own phone, for one specific week.
Named windows to tap, or hours they set themselves.
YOU
“I know who I can plan, before I start planning.”
Availability sits beside the schedule, by shift or by person.
And you can see who still hasn’t answered.
Toonio keeps every answer with the person and the week it belongs to.
THE STAFF SIDE
Answering takes about a minute
Staff open their own week and say when they can work. No form to learn, no HR language, and nothing about where or which shift — that part stays yours to decide.
A time range per day
They drag the hours they can work, or leave a day empty. A range that runs past midnight belongs to the night it starts on.
Or named windows to tap
If your team would rather pick than drag, the workspace can offer named windows like Morning, Day or Close. Toonio stores the same answer either way.
They can mark the one they’d prefer
With named windows, someone who can work more than one can star the one they’d rather do. It stays a preference, not a condition — the call is still yours.
Told you in person? Record it for them
A manager can enter availability on someone’s behalf, so what you were told in the kitchen doesn’t stay in the kitchen.
AVAILABILITY MOVES
A different week, every week
Half a hospitality team doesn’t have working hours — they have this week’s hours. So Toonio treats availability as information about a week, not a setting on a person.
Answers belong to a week
Availability is recorded against one specific week, so next week starts as its own question instead of inheriting a pattern nobody re-checked.
Changing a window never rewrites the past
If you rename or re-time a named window later, what someone already told you for an earlier week still reads exactly as they said it.
Not everyone has to be asked
You choose which employment types submit. People on a fixed arrangement are assumed available and use Time off for the days they can’t work.
THE MANAGER SIDE
Who could I put here?
Availability sits next to the schedule, on the same week. Read it by shift to see how many people could cover each one, or by person to see each week the way they gave it.
Counts that open into names
Each cell shows how many people could cover it. Click it and you get the names you could schedule.
Quiet marks
The hours someone gave are shown as they gave them, and a small star marks a preferred window — never a stack of symbols to decode.
Assumed is not the same as answered
Staff who are assumed available appear as candidates, but without the availability mark. The mark means someone actually told you.
And then straight into the schedule
The same availability appears when you open a shift and look at who could cover it — you never re-check it somewhere else.
BEFORE YOU START
Who still hasn’t told you?
Toonio shows a plain readout for the week — how many of the people you asked have answered, and how many haven’t. Click the missing number and you get the names. Staff who were never asked are never counted as missing.
You can also just ask Toonio who still hasn’t submitted availability.
PLANNING INFORMATION
Availability guides the schedule. It doesn’t lock it.
What your team submits is information, not a rule that overrides you. If you need to assign someone who marked themselves unavailable, Toonio says so plainly and still lets you do it. Approved time off takes precedence over a submitted answer; beyond that, the call is yours.
WHY IT MATTERS IN HOSPITALITY
The people whose week changes most
In an office, availability is a formality. In a restaurant it’s the input that decides whether Saturday works. Students get exam weeks, flexi-jobbers pick up other work, and part-timers hold a second job with a rota of its own.
Students
Flexi-jobbers
Part-time staff
Extra staff
QUESTIONS
Availability questions, answered
How do staff submit their availability?
From their own view in Toonio, one week at a time. They set the hours they can work each day — by dragging a range, or by tapping named windows if your workspace offers them. They are never asked which location or which shift; that stays your decision.
Can availability change from week to week?
Can I see availability while I’m making the schedule?
What happens if someone hasn’t submitted anything?
Can I still assign someone who marked themselves unavailable?
Does everyone on the team have to submit availability?
Know the week before you build it.
Availability, roles and the schedule, in one place.
