In This Article

Overview

Accessing the User Unavailability Report

Understanding User Unavailability

How Users Set Up Unavailability:

Understanding the Report

Report Filters

Downloading the Report

Best Practices


Overview

The User Unavailability Report displays instances of user unavailability as configured on user profiles. This report helps managers, administrators, and team members track when users are not available to complete tasks or fulfill their responsibilities in the system. By monitoring user unavailability periods, organizations can better plan workload distribution, manage delegations, and ensure business continuity during absences.


Note: Users need the User Unavailability permission enabled in their role under Reports to be able to access and run this report. If you cannot view the User Unavailability report, please contact your system administrator to enable the permission for your role

Accessing the User Unavailability Report

To access the User Unavailability report:

  1. Navigate to the Reports module from the top navigation bar
  2. Select User Unavailability from the list under the RARs group
  3. The report will display with default filters applied

Understanding User Unavailability

User unavailability is configured by individual users through their user profile settings. Users can capture dates when they are not available to complete tasks such as RARs, approvals, or other system activities.

How Users Set Up Unavailability:

  1. Click on your avatar or initials at the top right of the screen
  2. In the My Profile pop-out, select Update on the Unavailability option


  3. Capture the dates that you are not available along with an optional reason
  4. These unavailability periods are then reflected in the User Unavailability Report

Understanding the Report

The User Unavailability report displays a table with comprehensive information about each user's unavailability periods.

Report Header Information:

At the top of the report, you will see the current filter settings displayed:

  • Filters based on the selected filters from the Filter panel
  • From: The start date for the report period
  • To Date: The end date for the report period

Table Columns:

  • Person: The name of the user who is unavailable
  • Person Position: The position or role of the user within the organization
  • Site: The site to which the user belongs
  • Start Date: The date when the unavailability period begins
  • End Date: The date when the unavailability period ends
  • Home Site: The user's home site, including the full organizational hierarchy
  • Reason: The reason for the unavailability as entered by the user

Sorting:

The Start Date column can be sorted by clicking on the column header (indicated by the up/down arrow icon), allowing you to view unavailability periods in chronological order.

Report Filters

The User Unavailability report includes several filters to customize the data displayed. These filters appear in the Filter panel on the right side of the screen when you click the Filter button.

Available Filters:

Search

  • Enter text to search for specific users by name
  • Helps quickly locate particular users in the list

Portfolio

  • Select the specific portfolio or site to view
  • Include Descendants checkbox: When enabled, includes all sub-portfolios and departments under the selected portfolio
  • Allows you to focus on unavailability from specific organizational areas
Note: currently, the filtering on Portfolio /Org Structure for a specific department will display no results due to user unavailability being tracked at a site level. The improvement on this functionality is scheduled to be resolved for the 2.11.5 release

Person

  • Filter by specific user
  • Default: All users
  • Helps identify unavailability for a particular individual

Person Position

  • Filter by user position or role
  • Default: All positions
  • Allows you to view unavailability by job function or role

From Date

  • The start date for the report period
  • Format: YYYY-MM-DD
  • Filters unavailability periods that fall within or overlap with the selected date range

To Date

  • The end date for the report period
  • Format: YYYY-MM-DD
  • Filters unavailability periods that fall within or overlap with the selected date range

Applying and Clearing Filters:

  • Click the Filter button to apply your selected filter criteria
  • Click the Clear button to reset all filters to their default values

The filters applied are displayed at the top of the report.

Downloading the Report

The User Unavailability report can be exported for offline viewing, sharing, or further analysis:

  1. Click the Download button in the top-right corner of the report
  2. The report will be exported in Excel format
  3. Click the Download link in the notification to save the file
  4. The downloaded file will include all currently applied filters and all visible unavailability data

The Excel export allows you to:

  • Perform additional analysis on the data
  • Share the report with stakeholders who may not have system access
  • Track unavailability patterns over time by saving periodic exports
  • Create custom reports or dashboards using the exported data
  • Plan resource allocation based on unavailability trends

Best Practices

  • Review the report regularly, especially during planning cycles
  • Encourage users to keep their unavailability information up to date
  • Plan critical activities around periods of low unavailability
  • Communicate unavailability information to relevant stakeholders
  • Set up processes to remind users to configure unavailability before planned absences
  • Use the date filters to focus on upcoming unavailability periods
  • Download and archive reports to track historical unavailability patterns