> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-document-new-features-1776330531.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff availability and time off

> Manage staff availability, handle time-off requests, and track schedule coverage.

Sailia lets staff members submit availability and time-off requests so you can plan schedules around your team's capacity. Admins can approve or reject requests, and [automated workflows](/integrations/workflows) keep everyone informed throughout the process.

## How availability requests work

1. A staff member submits a time-off or availability request through Sailia.
2. An admin reviews the request and approves or rejects it.
3. Both the staff member and relevant admins receive notifications about the decision.
4. Approved time off is reflected in schedule planning.

## Submitting a request

Staff members can submit availability requests directly from their Sailia account. Each request includes:

| Field          | Description                                       |
| -------------- | ------------------------------------------------- |
| **Date range** | The start and end dates of the requested time off |
| **Reason**     | An optional note explaining the request           |

<Tip>
  Encourage staff to submit time-off requests well in advance so you have time to adjust schedules and reassign activities.
</Tip>

## Reviewing requests

Admins with the **Manage Staff** [permission](/staff/management#permissions) can view and respond to availability requests:

<Steps>
  <Step title="Open the staff section">
    Navigate to the staff dashboard to see pending requests.
  </Step>

  <Step title="Review the request">
    Check the requested dates and any notes from the staff member. Review the schedule to understand the impact.
  </Step>

  <Step title="Approve or reject">
    Approve the request to confirm the time off, or reject it with an optional reason.
  </Step>
</Steps>

## Automated notifications

Use [automated workflows](/integrations/workflows) to send notifications at each stage of the availability request process:

| Trigger                            | When it fires                                 |
| ---------------------------------- | --------------------------------------------- |
| **Availability request submitted** | A staff member submits a new time-off request |
| **Availability request responded** | An admin approves or rejects a request        |

Set up these workflows to ensure staff are notified promptly when their request is reviewed, and admins are alerted when new requests come in.

## Impact on scheduling

When a staff member has approved time off:

* They should not be assigned to [activities](/activities/activities) during that period
* Their [auto timesheets](/staff/auto-timesheets) reflect only the days they are actually working
* You can use the [schedule filters](/activities/managing-bookings#schedule-filters) to check staff coverage and identify gaps

<Note>
  Approving a time-off request does not automatically remove the staff member from existing activity assignments. Review and reassign any affected bookings manually after approving a request.
</Note>

## Related guides

<Columns cols={2}>
  <Card title="Staff management" icon="user-gear" href="/staff/management">
    Add staff, set pay rates, and manage permissions.
  </Card>

  <Card title="Automated workflows" icon="bolt" href="/integrations/workflows">
    Set up notifications for availability requests.
  </Card>
</Columns>