Articles on: Using Proplanum as an Employee

Reporting unavailability

If you want your supervisor to take your preferences into account when laying out the schedule, you can report your unavailability (when you cannot work) or availability (when you want to work) in Proplanum. It is a convenient way of flagging, well in advance, a request for a day off or a particular shift — with no phone calls or texts. You can do it from a browser and from the mobile app.


Examples:


  • You work on Saturday and want a day off during the week "in exchange" — report unavailability on that day.
  • You work shifts and prefer mornings — report unavailability for the afternoon.
  • You only work on certain days (a mandate contract, a contract, B2B) — report unavailability for the days you cannot come in.


Remember: Reporting unavailability works best — you set out when you do not want to work, and the system and your supervisor take that into account when planning.


Submitting in a browser


You set unavailability and availability in the Requests module, in the calendar view.


  1. Once logged in, pick Requests from the left navigation bar.
  2. Go to the "Calendar" tab — you will see every request you have submitted there (hover over one to see its status). Click "Set availability" in the top right corner.


The Requests tab, the Calendar view with the Set availability button


  1. In the "Set availability" window set, in order:


  • the "Unavailable / Available" toggle — pick what the report concerns,
  • the "Availability period" — indicate a single day or a range of days in the calendar,
  • "All day" — when you turn it off, fields for particular hours appear,
  • the "Repeat period" (Daily, Weekly, Every 2 weeks, Monthly) and the "Repeat day" — if the report is to recur.


Finally click "Save". The report will appear on the calendar and will be visible to your supervisor.


The Set availability window: the period, the Unavailable/Available toggle, All day, the repeat period


Tip: You can edit a report you have submitted later — click it on the calendar and pick whether you are changing just that one entry or all of them in that recurrence group.


Submitting in the mobile app


From a phone it is usually quicker. The process is the same as in a browser.


  1. Once logged in, pick "Schedule" from the bottom bar.
  2. In the bottom right corner tap the plus icon.


The schedule in the mobile app with the plus button


  1. Pick "Availability".
  2. Set the parameters of the report: the "Available" or "Unavailable" type, the date range, the "All day" toggle (turn it off to give the hours), "Repeat" and the days of the week.


The availability form in the mobile app


  1. Once you tap "Save availability" a confirmation of the report submitted will appear.


Confirmation of the saved report


  1. The report will be visible on your work schedule — your supervisor will see it too.


Availability visible on the schedule


You can edit each report later from your phone as well — tap it on the schedule and the editing window will open. Then pick whether you are changing just that entry or all of them in the group.


The details of a reported availability


Choosing the scope when editing an availability series


Caution: You report unavailability and availability only for future periods and only until a new schedule is published — after that your supervisor no longer sees them, so do it in good time. Nor can you submit a report for a date you already have approved leave for.


The most common problems


I cannot report unavailability


The most common causes:


  • the work schedule has already been published,
  • you are reporting unavailability for a date in the past,
  • you already have approved leave for that date.


Check that you are reporting unavailability for future days and that the schedule has not been published yet. If you have leave for that date, do not submit unavailability for it.


I cannot see the option to report unavailability


The feature may be switched off in the settings at your company. Get in touch with your supervisor or the Organisation Administrator and ask for it to be turned on.


Remember: If the problem persists, report it to support and give: the name of the organisation, the user's e-mail and the place where you cannot add unavailability (ideally with a screenshot).


By reporting unavailability you get a real say in your schedule without taking leave — it is easier to fit work around your other commitments and to reach an agreement with your supervisor.

Updated on: 09/08/2026

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