Manage Unavailability

Learn about how Resources can manage their Unavailability within Maica

What does the Manage Unavailability Tool do?

Maica supports the management of Unavailability records which essentially mark any given Resource as not available for inclusion into an Appointment or Shift.

The Manage Unavailability Tool essentially allows you to manage and create these records directly from the Planner, as demonstrated below.

Managing Unavailability

Maica offers the ability to either create a single Unavailability for any given Resource or multiple at the same time by simply adding multiple Resources into the Resources(s) input.

It is important to note that if multiple Resources are selected, Maica will create an individual Unavailability record for each Resource to ensure that each Resource can manage their own Unavailability.

Creating a new Unavailability Record

To create a new Unavailability record, simply click on the Unavailability icon in Maica's Planner, select the + New button and complete the fields as per the below screenshot.

Where multiple Resources are selected, any future Recurring Unavailability records will be created via Maica's batch feature so you might not see these in the Planner straight away.

Field	Description
Start and End Date/Time	The Start and End date and time of the Unavailability. This will default to the current time with a duration of 60 minutes. Note, when you adjust the Start Time, the End Time auto-updates to remain 60 minutes later (unless the end time has already been manually changed).
All Day Toggle	When enabled, Unavailability spans from 12:00 AM on the Start Date to 12:00 AM the following day. Duration is automatically set to 24 hours, with times hidden from the modal.
Resource(s)	The Resource(s) for whom the Unavailability record will be created.
Type	The type of Unavailability being created. This list is configurable via Maica Settings.
Status	The status of Unavailability being created. This list is configurable via Maica Settings.
Unavailability Enforcement	Unavailability Enforcement determines the severity of the Unavailability: Hard Unavailability prevents adding a Resource to an Appointment/Shift Soft Unavailability prompts a user confirmation but allows addition to an Appointment/Shift. Please note, drag and drop is prevented on Hard Unavailability, but allowed onto Soft Unavailability with a confirmation required.
Notes	Additional notes that can be taken during the creation of the Unavailability.
Create a corresponding Timesheet	This indicates that a corresponding timesheet activity will be generated for each Unavailability.
This is a Recurring Unavailability	If a Recurring Unavailability is required, this enables the capturing of the required details as documented further here.

The Recurring Unavailability follows the same execution logic as Appointments and Shifts which is further described here.

Please note, when an Unavailability Record is created, Maica will automatically remove the associated Resource from any assigned Appointments or Shifts during the Unavailability period.

Example Scenarios

Example	Outcome
You create a new unavailability record at 2:15 PM	✅ Defaults to 2:15 PM – 3:15 PM
You select All Day for 11 July	✅ Maica blocks anyone from scheduling the selected Resource from 12:00 AM 11 July to 12:00 AM 12 July.
A multi-day All Day unavailability (11–13 July)	✅ Maica treats the End Date as exclusive, covering 11–12 July only.
Editing an existing unavailability that was marked All Day	✅ Checkbox automatically selected if both Start and End times are 12:00 AM.