feat(scheduling): caregiver availability and time-off requests - #191
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Caregivers had no way to tell their agency when they can work or when they need a day off, and scheduling had no way to know. Both were happening over text messages and getting lost. Two tables rather than one, because they mean different things to a scheduler and are deliberately weighted differently: Declared availability is a PREFERENCE. Booking outside it produces a warning and goes through. Agencies cover shifts outside someone's usual window constantly, and a hard block would simply be worked around by editing the availability, which makes the data worse rather than the schedule better. Approved time off is a COMMITMENT. Scheduling refuses to book over it, as a hard conflict alongside double-booking. Approving somebody's leave and then putting them on the shift anyway is how an agency loses staff. Only approved requests count: one nobody has answered yet must not block a schedule the agency never agreed to. The two lookups also fail differently, on purpose. The time-off read is not wrapped: if the leave calendar cannot be read we cannot honestly say there is no conflict, so the booking fails rather than risking a double-booked day off. The availability read degrades to no warning, because an advisory that cannot be computed must not block a booking the agency is entitled to make. Reasons stay private. A time-off reason may name a medical or family situation, so it is never echoed into the scheduling conflict message, the notification body, or an audit payload; the block says only that approved leave covers the date. Caregivers manage their own week and requests from the mobile app; staff approve or deny from new Mileage-style review pages. Review only matches still-pending rows, so a second reviewer cannot overturn the first answer. A caregiver may cancel their own request even after approval, because plans change and giving a day back should not need an awkward phone call.
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Why
Caregivers had no way to tell their agency when they can work or when they need a day off, and scheduling had no way to know. Both were happening over text messages and getting lost.
Two tables, two weights
They mean different things to a scheduler, so they are stored and treated separately:
Declared availability is a PREFERENCE. Booking outside it produces a warning and goes through. Agencies cover shifts outside someone's usual window constantly, and a hard block would simply be worked around by editing the availability, which makes the data worse rather than the schedule better.
Approved time off is a COMMITMENT. Scheduling refuses to book over it, as a hard conflict alongside double-booking. Approving somebody's leave and then putting them on the shift anyway is how an agency loses staff. Only approved requests count: one nobody has answered yet must not block a schedule the agency never agreed to.
The two lookups fail differently, on purpose
The time-off read is deliberately not wrapped. If the leave calendar cannot be read we cannot honestly say there is no conflict, so the booking fails rather than risking a double-booked day off.
The availability read degrades to no warning. An advisory that cannot be computed must not block a booking the agency is entitled to make.
This is the opposite call from the mileage PR's owner lookup, and for the opposite reason: that one guarded a courtesy, this one guards a commitment.
Reasons stay private
A time-off reason may name a medical or family situation. It is never echoed into the scheduling conflict message, the notification body, or an audit payload; the block says only that approved leave covers the date. There's a test asserting the reason does not appear in the 409 body.
Workflow
Caregivers manage their weekly pattern and requests from the mobile app (Me → Availability & Time Off). Staff approve or deny from a new Time Off page. Review only matches still-pending rows, so a second reviewer cannot overturn the first answer. A caregiver may cancel their own request even after approval, because plans change and giving a day back should not need an awkward phone call; it is marked cancelled rather than deleted so the agency can see what happened.
The weekly editor holds one window per day. Split shifts are real but uncommon, and a repeating add/remove UI on a phone is fiddly enough that most people would abandon it. Storage and the API accept several windows per day, so a richer editor lands later without a migration, and a caregiver who already has split windows keeps them until they edit that day.
Migration
2026-08-04-add-availability-and-time-off, two new tables. Needs applying to prod. Note that until it is applied, the time-off lookup in assignment checks will throw, and because that check fails closed, assignment creation with a visit date will 500. This one must go out with the deploy, not after it.Tests
47 new: availability window matching including split windows and the gap between them, weekday derivation that is not thrown off by timezone interpretation of a bare date, grid round-tripping, approved leave blocking a booking, reason absent from the 409 body, availability warning that still books, caregiver-cannot-approve-own, already-answered 404s, cancellation from approved. All four suites pass, plus typecheck, lint,
sql:scan,security:scan.Not included
Partial-day leave. An agency that needs it can approve a day and schedule around it, which is honest, rather than have a half-supported hours field that scheduling ignores.