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πŸ“… Availability Guide

This guide provides a complete walkthrough of the Availability module in the Zupians system. Learn how to view, analyze, and export availability data whether you're a regular user or an administrator.

🧭 Overview​

The Availability system offers insights into:

  • Booking utilization

  • Slot statistics

  • User performance metrics

  • Admins can view data for all users.

  • Regular users can only see their own availability.

🧱 Main Interface Components​

1. Navigation Panel (Left Sidebar)​

  • Search
  • Dashboard
  • Calendar
  • Bookings
  • Availability (Highlighted in blue)
  • Links
  • Settings
  • Profile

2. Header Section​

  • Page Title: Availability
  • Month/Year Selector: JUNE 2025 (with calendar icon)
  • Export Button: Blue EXPORT button
  • Week Navigation: Left/Right arrows with range (e.g. Jun 10 - Jun 16)

3. πŸ“Š Key Metrics Dashboard​

Metrics Dashboard

Slot's Utilization Stats​

  • Utilization: 50%
    • Percentage of booked vs available time
  • Bookings: 50397
    • Ξ” -11790 from previous month
  • Hours Booked: 35615
    • Ξ” -6337 from previous month

πŸ“„ User Availability Table​

Filter Controls​

  • User Filter: All dropdown
  • Search Box: e.g. test
  • Refresh Button: Circular arrow icon

Table Columns​

  • Users: Names & emails
  • Date Range: Daily % (e.g. Jun 10 to Jun 16)
  • Pagination: Page 1, 2, ..., 37
  • Row Per Page Options: 5, 10, 25, 50, 100

Sample Row:​

  • User: admin.demo@thephoenixedu.com
  • Daily %: 18%, 16%, 9%, 11%, 0%, 0%, 0%

πŸ”„ Export Options​

  • Export available in both views:
    • Personal (regular user)
    • Admin (all users)
  • Formats: .csv, .pdf

πŸ‘€ Step-by-Step User Flow​

For Regular Users​

Step 1: View Your Availability​

  1. Login
  2. Go to Availability
  3. Your data loads automatically

Step 2: Review Your Metrics​

  • Utilization %: Shows booking efficiency
  • Bookings: Total count, trend vs last month
  • Hours Booked: Total time scheduled

Step 3: Analyze Daily View​

  • Week View (e.g. Jun 10–Jun 16)
  • Each day shows % of availability used

Step 4: Time Period Navigation​

  • Use arrows to switch weeks
  • Click "JUNE 2025" to change month

Step 5: Export Data​

  • Click EXPORT
  • Download your data (CSV/PDF)

For Administrators​

Step 1: View All Availability​

  • Login as admin
  • Open Availability section
  • System-wide metrics displayed

Step 2: Filter by User​

  • Use All dropdown or search box
  • Select specific users

Step 3: Compare Metrics​

  • Compare utilization across users
  • Identify top/low performers

Step 4: Table Insights​

  • Paginated user list
  • Daily % breakdown for each

Step 5: Export System Data​

  • Use EXPORT button
  • Export filtered or complete data

βš™οΈ Feature Details​

RangeMeaning
0–30%Low usage
31–60%Moderate usage
61–80%High usage
81–100%Fully utilized

Booking Trend Insights​

  • Compare month-over-month changes
  • Track seasonal patterns
  • Support capacity & performance planning

Daily Availability Guide​

% RangeStatus
0%No bookings
1–25%Light day
26–50%Moderate load
51–75%Busy day
76–100%Fully booked

Export Capabilities​

  • Available in: Both user & admin views
  • File Types: CSV, PDF, Excel
  • Includes:
    • Utilization %
    • Bookings
    • Hours
    • Daily %s
    • User/email data

Filtering Features​

  • Filter by user/email
  • Weekly/monthly navigation
  • Data refresh on filter change
  • Row per page: 5, 10, 25, 50, 100

πŸ” Advanced Capabilities​

Time Navigation​

  • Week-by-week arrows
  • Month picker
  • Custom range (if supported)

Analytics​

  • Trend comparison
  • Underused slot alerts
  • Admin dashboards
  • Predictive insights

πŸ“Š Utilization & Export 🧠 Frequently Asked Questions (FAQ)​

Q: What does the utilization percentage represent?
A: It’s the ratio of hours booked vs hours available. For example, 50% means half your slots are filled.
Q: How is the utilization calculated?
A: Formula: (Booked Hours / Available Hours) Γ— 100
Q: What is a good utilization rate?
A: - 60–80% = Optimal - Below 40% = Underbooked - Above 90% = Overloaded
Q: Why are some days showing 0%?
A: Could be due to a holiday, blocked day, or no available slots.
Q: Can I see other users' availability?
A: Only admins can. Regular users only see their own.
Q: Can I export my data?
A: Yes. Use the blue EXPORT button. Admins can export system-wide data.
Q: What’s in the export file?
A: - Daily percentages - Booking counts - Hours booked - Comparative trends
Q: What formats are supported for export?
A: CSV and PDF. Fully compatible with Excel and Google Sheets.
Q: Why is the export not working?
A: Check for: - Popup blockers - Permissions issues - Try a page refresh - If unresolved, contact tech support

Best Practices​

For Users​

  • Review weekly
  • Track your own performance
  • Export data regularly
  • Adjust your availability based on trends

For Admins​

  • Monitor full system usage
  • Guide underutilized users
  • Generate regular reports
  • Use trends for resource planning

Data Analysis Tips​

  • Look for consistent patterns
  • Use month-over-month comparisons
  • Set org-wide benchmarks
  • Act on the insights

This guide gives you full visibility and control over how availability is managed, monitored, and improved across your team or organization.