Get an Daily Email Reminder on Staff Availability

Use the Daily Agenda feature to receive an automated email each morning with a quick overview of staff availability, whereabouts, and upcoming absences for the next 1–3 days. Available on paid plans, it provides a convenient daily reminder of who’s in the office, working remotely, traveling, or unavailable.

Stay updated on staff whereabouts

In most organizations, staff members typically share their availability and schedule work-from-home days, in-office days, business travel, client/site visits, or PTO well ahead of time. It’s part of good communication, enables team collaboration, and allows managers to review and adjust staffing plans as needed.

However, even with plans made and approved, you might need a quick reminder of who’s in the office or working from home, who’s unavailable, who’s traveling or in the field, and so on. The reminder can help you set the best focus for the day and be ready to deal with last-minute changes that might pop up.

The Daily Agenda is an automated email, send every day, with a list of upcoming events:

• Choose which sub-calendar the events are pulled from.
• Customize the list to include items for the next 1 to 3 days.
• Choose when the emailed event list is sent.
• Get an automated email every morning, at the time of your choosing, with a quick list you can scan of all the events on the designated sub-calendar(s).

Set up a sub-calendar for staff availability/whereabouts, and have staff members add their availability, travel plans, meetings, and so on to this calendar. Then set up the daily agenda, so you get an email every morning showing where everyone is for the upcoming few days.

It’s an easy, automated way to get a quick reminder of everyone’s current whereabouts and availability.

Note that the Daily Agenda feature is only available for calendars on a paid subscription.

Set up an automated availability email

1. Set up a dedicated sub-calendar to track staff location and availability (e.g. PTO, travel, work from home, out of office, etc.) Name it something suitable (e.g. Staff Availability) so it’s easy to identify.
2. Set up access for all staff members who add their own plans/PTO to the company calendar so they have add-only or modify-my-events permission for the Staff Availability calendar.
3. When any staff member or supervisor adds an event indicating availability or travel plans, the event should be always be assigned to the Staff Availability sub-calendar (in addition to other relevant sub-calendars, depending on how your calendar is set up).
4. Subscribe to the Daily Agenda email for the Staff Availability sub-calendar.
   • In the calendar, go to Preferences > Change Notifications.
   • In the Preferences dialog, go to Daily Agenda, then set your preferences and choose the Staff Availability sub-calendar.
5. If you are the calendar admin, you can also set up a Daily Agenda subscription for other staff members who need to receive the information about staff availability.