Custom Availability Report
Executive Summary
Custom Availability Report lets coordinators produce a PDF that shows, for each selected employee and each day in a date range, the availability and unavailability recorded in AlayaCare, the client visits scheduled and clocked, and the hours still available after those visits. Staff pick a branch, how employees are chosen (one employee, a name search, the vacant employee, or several employees by department and group) and a date range. The PDF is stored on the report job and downloads when processing completes.
Key Features
- Filter the list of past report jobs by branch
- Start a report for a branch and date range
- Choose employees by name, by part of a name, the vacant employee only, or multiple employees by department and/or group (with an option to add the vacant employee)
- Cancel a report while it is processing
- Review past jobs with their processing times and cancellations
- Download a completed report as a PDF again at any time
Typical Workflow
- Select the branch at the top of the page (if more than one is available).
- Click Start A New Report, choose the Employee Selection, enter the employee details and the date range, then click Ok.
- Wait for processing to finish, or cancel it from the progress panel. The PDF downloads when processing completes.
- Use Download PDF on the job's row to download the file again later.
Report Output
The job produces a PDF named AvailabilityReport_{start date, for example March 4, 2026}.pdf (characters not allowed in file names are replaced with a dash). The PDF is stored on the job, downloaded automatically when processing completes, and can be downloaded again with Download PDF on the job's row. The report heading is Availability Report with the tenant name.
Report Contents
| Content | How it is determined |
|---|---|
| Report title, date and time | The title Availability Report, and the date and time the report was run. |
| Employee name and ID | Last name, first name and AlayaCare ID of each selected employee. The vacant employee is shown as Vacant Employee. Employees are listed alphabetically, with the vacant employee last. |
| Job title and designation | The employee's job_title custom field and the designation from AlayaCare. |
| Employee unique clients | Number of different clients on the employee's visits in the range, not counting visits whose client group is Attendance. |
| Employee visit totals | Total visits, visits for the Attendance client group, and the remainder. |
| Group totals (vacant employee only) | For the vacant employee, the number of visits per client group (not counting Attendance). |
| Service date | One block for every day in the date range, whether or not the employee has visits that day. |
| Employee availability | The start and end times (HH:mm-HH:mm) of the employee's AlayaCare availability for that day, separated by commas. Cancelled entries are ignored, and an availability of exactly 03:00-05:00 is ignored. |
| Employee unavailability | The start and end times of the employee's AlayaCare unavailability for that day. |
| Net available hours | The availability time, less any overlapping unavailability, less the day's total scheduled visit time, shown as hours and minutes. |
| Day totals | Unique clients (not counting Attendance), total visits, Attendance visits and other visits; total scheduled time, total clocked time, and scheduled minus clocked time. |
| Visit ID | AlayaCare visit number. |
| Client name | Client on the visit. |
| Client group | The client's AlayaCare groups, separated by commas. |
| Visit tags | The visit's tags, with the "visit:" prefix removed. |
| Department | Department of the client's service. |
| Service code | Service code on the visit. |
| Scheduled start / end and duration | Visit start and end in the branch time zone (HH:mm), and the time between them. |
| Clocked duration | Total of the completed work sessions on the visit. |
| DNS | Yes when the employee is on the client's blocked employees list. |
Only visits that are not cancelled and have a client are listed. When Multiple Employees is used with departments selected, visits whose service department is not one of the selected departments are left out.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page, start reports and download results |
| All Branches | Choose All Branches in the branch lists, to see and run reports across branches |
Main Grid
The grid lists availability report jobs for the selected branch, newest first (14 rows per page). The first four columns stay in view when scrolling sideways.
| Column | Description |
|---|---|
| ID | Job number. |
| Branch | Branch the report was run for. |
| Added | Date and time the job was created. |
| Added By | User who started the job. |
| Selection Method | The Employee Selection that was used. |
| Departments | Departments chosen (multiple employees). |
| Groups | Employee groups chosen (multiple employees). |
| Employee Name Includes | Name text used for Employee Name Includes. |
| Single Employee | Employee chosen with Employee Name Autocomplete. |
| From | First day of the report. |
| To | Last day of the report. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Duration | Elapsed processing time. |
| Cancelled | Date and time the job was cancelled. Blank if it was not cancelled. |
| Manage Records | Download PDF icon. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Branch | Shows the jobs for the chosen branch. Changing it refreshes the list. It is shown as a read-only value when there is only one branch. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Download PDF (row icon) | Downloads the PDF stored on the job. Does nothing if the job has no PDF (for example a cancelled job). |
Dialog Components
Start A New Report
Opens from Start A New Report. Complete the fields and click Ok. Processing runs with a progress panel that can be cancelled.
| Field | Purpose |
|---|---|
| Branch | Branch whose employees and visits are used. Defaults to the branch chosen on the page. |
| Employee Selection | Employee Name Autocomplete, Employee Name Includes, Vacant Employee Only or Multiple Employees. Choose one before clicking Ok. |
| Employee | Shown for Employee Name Autocomplete. Search for and pick one employee (required). |
| Employee Name Includes | Shown for Employee Name Includes. Text that the employees' names must contain (required). |
| Departments | Shown for Multiple Employees. Limits the employees to these departments (with Select All). |
| Groups | Shown for Multiple Employees. Limits the employees to these groups (with Select All). |
| Include Vacant Employee | Shown for Multiple Employees. Adds the vacant employee to the report. |
| Choose a Range | First and last day of the report. |
When Multiple Employees is chosen with no departments and no groups, no employees are selected and the report stops with "No Employees Found".
Messages
| Message | Meaning |
|---|---|
| Please select a valid branch | No branch was chosen. |
| Please select an employee | Employee Name Autocomplete was chosen but no employee was picked. |
| Please enter a valid selection | Employee Name Includes was chosen but no text was entered. |
| No Employees Found | The selection produced no employees. |
| Login To Alaya failed | The connection to AlayaCare could not be made. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branch lists on the page and in the dialog. |
| Departments | Department list for Multiple Employees. |
The employee groups offered come from the AlayaCare configuration.
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- A job is saved with the branch, date range and selection, and the system switches to the chosen branch in AlayaCare.
- The employees are worked out: the picked employee; the vacant employee; the employees whose name contains the text; or, for Multiple Employees, the active employees in the chosen departments and groups, plus the vacant employee when requested. If none are found the report stops.
- All shifts for those employees in the date range are loaded from AlayaCare, split into availability, unavailability and client visits. Cancelled entries are ignored.
- For each employee, in name order, the employee's profile is loaded. For each client visit, the client, the visit (including its work sessions) and the service are loaded, and visits outside the chosen departments are dropped.
- For each day in the range, availability, unavailability, scheduled and clocked totals and net available hours are worked out.
- Unless the run was cancelled, the PDF is generated, stored on the job and downloaded.
- The job is set to Completed, or to Cancelled with the cancel time, and its end time and duration are saved. The system then switches the AlayaCare branch back.