Availability and reservations

When you call someone to an event or place a shift, runorder checks whether the person is actually free. Four sources count: existing reservations, planned shifts, other event calls, and the person’s standing unavailability.

Reservations

Reservations are recorded on the person’s Reservations tab: whole-day or timed, optionally recurring (weekly, biweekly, monthly). They show on the timesheet grid and trigger a warning in the planner when someone tries to book over them. Larger sets can be imported from CSV or iCal.

A reservation’s reason can be private — planners then only see that the time is blocked, not why. Viewing private reasons requires a dedicated permission, and every reveal is audit-logged.

Standing unavailability

Fixed weekly patterns — “teaches Tuesdays before 14:00” — are recorded as standing unavailability and produce the same warnings, without anyone having to remember week-by-week reservations.

What the warnings look like

In the attendee picker on an event, busy people are tagged with the reason — Reservation, Shift, Called to event, or Standing unavailability — and the Only available checkbox filters them out. On timesheets, the grid warns on collisions; overriding a reservation requires its own permission.

Leave becomes reservations

Approved leave requests from the timesheets module automatically become reservations — the planner sees them immediately, with no double entry. The leave summary with balances sits on the person’s Work tab.