When you have set up Contact profiles in II, you can then set the Contacts schedule or hours of Availability for jobs. By default, each interpreter is available 24/7.
To update a Contact’s Availability:
- Navigate to the ‘Manage’ Menu and select ‘Manage Contacts’ from the ‘Contacts’ section
- Find the Contact whose Availability you wish to set/update
- Select the drop down menu next to the appropriate Contact and click ‘Edit (in full)’
- Click on the ‘Availability’ tab within the Contact’s profile.
There are 2 tabs available:
- General is used to specify the Contact’s recurring (regular) weekly availability
- Specific is used for anything such as time off/specific unavailability for certain times and dates; anything entered on the ‘Specific’ tab will override the ‘General’ availability.
Note that if a Contact’s Availability is not set, the Contact is available at any time by default, however, as soon as any availability is set in a Contact’s profile, they are only available for that specific period therefore you should ensure that you fully complete the Contact’s Availability. Also, once a Contact has access to the II portal, they will be able to set/adjust their own Availability within their User Profile.
Let’s start with the ‘General’ tab and assume this contact is available Monday-Friday 9am-5pm:
- Click on 9 am on the calendar and hold and drag your mouse all the way down to 5 pm
- You will then receive a pop up Edit Availability box - click on the Available or Unavailable options as required (Note that you can setup your own Availability types within your Company Configuration, see below)
- Note the resulting blue box (colour will vary depending on the type selected, see below for more info) for the Available time slot you have just created
- If there are breaks in the Contact’s daily Availability you can simply repeat this process for individual time slots e.g. 9 am to 12 pm, 1 pm to 5 pm.
- If the click and drag did not select the exact time you can use the Red trash icon to delete the availability slot or you can drag the top or the bottom of the time slot upwards or downwards to adjust the time slot.
- Make sure to click the blue Save button above the grid.
Moving to the ‘Specific’ tab:
- Click on any date within the Calendar when the contact will be unavailable
- In the resulting dialog box you can specify a Time and a Date or a date range such as a week long vacation or you can use the All Day checkmark
➔ Then simply select a Type from the the Available or Unavailable options as required
➔ Save the entry
Interpreters Setting Availability via Interpreter Portal
When a Contact/Interpreter has access to the Interpreter Portal, the Interpreter can setup their own Availability via the Portal.
To do this the Interpreter simply clicks on their user account on the top right hand side of the screen and select User Profile. They can then select the Availability tab and populate this as per the instructions above. Further information is also available in the Interpreter Portal User Guide.
Setting Availability Types for your Agency
When setting Availability for your Contacts you can use the system default Available & Unavailable Types, however, you can also set your own Types that are more obvious or specific to your needs as an Agency.
- Navigate to the ‘Admin’ Menu and select ‘Company’
- Click Add Type
- Enter a Name (this will appear in the Type dropdown when setting Availability), a Description and a Friendly Name (these will appear in any Availability Reporting)
- Choose a Color Hex for the Type, this can be anything you wish and should preferably be unique and will appear on the Calendar when setting Availability
- If you wish the Type to be an Available Type check the Available box, or leave it unchecked if you wish it to be an Unavailable Type
- Finally Save the Type
- When you next set Availability for a Contact, you will see the new entry in the Type dropdown