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How can I set up employee time off in the Auto-Assign Tool?

The new Auto Assign Time Off feature gives you more control over automated work order assignments by allowing you to temporarily exclude employees who are unavailable, such as those on PTO, sick leave, or other absences. This ensures work orders are only assigned to employees who are actively available and prevents scheduling conflicts or missed tasks.

auto-assign-time-off

How It Works

When an employee is added to Time Off, the Auto Assignment system will automatically skip them when assigning new work orders.

Employees with Time Off will be displayed differently in the Auto Assignment Configurations with a light grey color and a strikethrough indicating that they will not be assigned work orders.

Once the time off period has ended, the system will automatically re-enable that employee for assignments — no manual updates required.

Creating Time Off Entries

You can manage time off directly from the new Auto Assign Time Off page.

To create a new Time Off entry:
  1. Navigate to Auto Assign Time Off in the UNITY Admin page menu.
  2. Click New Time Off.
  3. Fill in the required fields:
    1. Employee – Select the employee who will be unavailable. (The list only includes employees currently part of your Auto Assignment configurations)Fill in the required fields:
    2. Shifts – The system will automatically display all shifts the selected employee is assigned to. (All shifts are selected by default, but you can deselect specific shifts if needed)
    3. End Date – Choose the date when the employee’s time off will end
    4. End Time – Choose the specific time when the employee will become available again.
  4. Click the Save icon.

The employee will now be temporarily excluded from automatic work order assignments until the specified End Date and Time.

auto-assign-new-time-off

Automatic Reassignment

Once the End Date and End Time have passed:

  • The employee will automatically become eligible for auto assignment again.
  • The time off record will be automatically removed from the system after 24 hours.

You don’t need to manually reactivate the employee — the system handles it for you.

Editing or Deleting Time Off

You can make changes to an employee’s time off at any time:

  • Edit Time Off – Extend or adjust the End Date or End Time if the employee will be out longer than expected.
  • Delete Time Off – Remove the time off entry if the employee returns earlier than planned.

Any updates take effect immediately.

auto-assign-edit-time-off

Benefits

  • Prevents work orders from being assigned to unavailable employees
  • Automatically restores employee availability when their time off ends
  • Reduces manual reassignment and administrative work
  • Keeps Auto Assignment accurate and up-to-date

Best Practices

  • Review your Auto Assign Time Off list regularly to confirm upcoming return dates.
  • Use descriptive shift names in your Auto Assignment configurations to easily identify coverage needs.

Summary

Feature Description
Purpose Exclude unavailable employees from auto assignment
Key Fields Employee, Shifts, End Date, End Time
Automatic Reinstatement Employee becomes assignable again once time off expires
Edit/Delete Options Options Extend or remove time off at any time

If you have questions or need help managing time off entries, our support team is ready to assist! You can contact them at support@facilityone.com or by calling 502-805-2134.