User Availability

Setting your users’ availability is one of the ways CMS can help you target tasks to the right people.  

Setting up the User Availability feature

From CMS, click on the App Selector icon and select the Admin Console.  *Not all users will have permissions to get into the admin console, so check with your facility administrator if you do not have access and feel that you should.

Under the Facility Settings section of the Admin Console, select the Facility Configuration  option. Under the General tab there is a setting for Utilize User Availability.  

Make sure this box is checked if you would like to use this feature.

User availability is used for setting assignments on work orders,

View of options in User Profile:        

View of settings in Assignment Panel on WO: 

It is also used in zone assignments, as things will only be assigned to users if they are not set to Unavailable for User Availability.

Editing User Availability

In the Admin Console, navigate to the User Management section and then click on User Availability.

The Availability landing page will open, showing all users for the facility you are currently in.

You are able to filter by any of the columns in this page as well as perform a search in the Search bar to get the user results you want to work with.

From the landing page, you can edit the availability column right in the landing page by clicking on the arrow at the right end the Assignment Status column for the user you want to change.  This will give you options for Available, On A Task, Unavailable, as well as a blank option if you do not want availability set for that user.

Once you click on a status, you will be able to Undo the change by clicking on the red Undo button.

Mass Editing Availability

You can also mass edit users by clicking on the checkbox of the rows of the users you would like to mass edit.  You can also edit all users by clicking on the checkbox in the header row of the page.  Once you have selected the user(s) you would like to edit, click on the   icon in the upper right of the page.  This will give you the option to change all users or change only the availability of the users you selected.

You will then be prompted to select an assignment status (availability) for the selected users, and then click Save to set their status.  You will also then need to confirm this change with the confirmation screen, since you are editing multiple records.

If you have access to other facilities, you can also choose to view and edit the users for those other segments if you click on the  button at the top left of the screen.  There is a column in the grid showing the user’s default facility so you can see which segment they are in.  If you change the status of a user that is a member of multiple facilities it will change their status in ALL of their facilities.

Reviewed/Revised: 6/2025