Module guide · People

Scheduling

A drag-and-drop weekly roster board for managers, backed by reusable shift templates and on-call chains, plus self-service screens every staff member uses for their own calendar, availability, and swap requests.

Overview Dashboard Roster builder My schedule Shift templates Availability On-call roster Swap requests Good practices

What this module is for

Everyone can view coverage and manage their own calendar; building and publishing the roster itself is management-only.

Who uses it

Any staff member can view the dashboard, see their own shifts, declare availability, and request swaps. Building the roster, managing shift templates, and assigning on-call coverage are limited to schedulers, charge nurses, department heads, nurse managers, directors, and admins.

Where to find it

Open Scheduling from the sidebar. A dashboard, plus Roster Builder, My Schedule, Shift Templates, Availability, On-Call Roster, and Swap Requests.

1
Set up templates
Schedulers define reusable shift patterns, e.g. "Day 7a–3p", with default times, staffing minimums, and pay rules.
2
Build the week
The roster builder lays out every staff member's shifts on a weekly grid, built by hand or bulk-generated from a template.
3
Publish and lock
A draft period is published so staff can see it, then locked once finalized.
4
Staff self-serve
Everyone acknowledges shifts, clocks in/out, declares availability, and requests swaps for themselves.

A few terms you'll see throughout

A schedule period moves Draft → Published → Locked. A swap can target a named colleague or be posted as an open "give-away" anyone eligible can pick up. Conflict override lets a scheduler force-save a shift despite a detected scheduling conflict.

Dashboard

A this-week summary for a chosen department, open to everyone.

Stat tiles (amber when the value needs attention)

Field	What it means
Total Scheduled, Coverage %, Worked Hours
Overtime Hours, Rest Violations, Unfilled Shifts, No-Call/No-Show	Highlighted amber whenever greater than zero.

"Today's On-Call" lists everyone on call today for the department, ranked by priority. "Your Pending Swaps" links straight to your own pending requests. A Quick Links grid jumps into every other scheduling screen.

Roster builder

The weekly drag-and-drop grid schedulers use to assign shifts, management-only.

Header tools

Field	What it means
Export menu	Print timetable (PDF), or download as PDF, CSV, JSON, or a FHIR Bundle.
Bulk Generate	Auto-create shifts across a date range and staff list from a template.
Add Shift	Open the new-shift form directly.
Period status	Create period → Publish (draft becomes visible to staff) → Lock (no further edits).

Rows are staff, columns are the 7 days of the selected week; each shift shows as a colored chip (amber Day, purple Evening, blue Night, rose On-Call, gray other). Drag a chip to a different staff member or day to reassign it, a red triangle badge flags an unresolved conflict, and dropping onto a conflicting slot asks whether to override and force the move.

New / Edit Shift form

Field	What it means
Staff*
Apply Template	Optional, auto-fills type/time/break/on-call/float from a saved template.
Shift Type, Start Time, End Time	Notes "Ends next day (overnight shift)" when the end time is before the start time.
Break (minutes), Assigned Unit, Notes
On-call, Emergency, Float, Agency	Checkboxes.

Cancelling a shift notifies the staff member

Cancel Shift asks for confirmation, records a reason, and can't be undone; a save that hits a conflict offers a "Conflict override" that arms an amber warning banner on the shift instead of blocking the save.

My schedule

Every staff member's personal calendar, with acknowledge, clock in/out, and swap actions.

A month grid shows up to 3 shift chips per day (same color coding as the roster), with an Upcoming Shifts list of the next five. Clicking a day opens its actions: Acknowledge a scheduled shift, Clock In/Clock Out on the day of the shift, or Request Swap (reason, an optional named colleague, or leave the target blank to post it as an open give-away, and an expiry in hours).

Scheduled — not yet acknowledged

Acknowledged — confirmed by the staff member

In Progress — currently clocked in

Completed —

Absent / No-Call-No-Show —

Swap Pending / Swapped — a swap is in review or done

Shift templates

The library of reusable shift patterns applied when building the roster or bulk-generating shifts, management-only.

New / Edit Template form

Field	What it means
Name, Type*	Changing Type can auto-fill default start/end times.
Description, Department	Leave Department blank for hospital-wide use.
Start Time, End Time, Duration (hrs), Break (min)	Duration auto-computes from the times but is editable.
Min Staff Count, Max Staff Count	How many people this shift needs covered.
Pay Rate Multiplier
Overtime eligible, On-call, Float, Night differential	Checkboxes.

Deactivate (not delete) is the usual way to retire a template that's still referenced by past shifts; Delete permanently removes it.

Availability

Self-service declarations of when you can work, plus a manager Team Review view.

Declare Availability form

Field	What it means
Status*	Available, Unavailable, Preferred, Conditional, Vacation, Leave, or Training.
Start Date, End Date	Blank end date means ongoing.
Preferred Start / End time, Max Weekly Hours
Days of Week	Toggle chips for which days the entry applies to.
Recurring	Checkbox; repeats weekly on the selected days instead of a one-off date range.
Reason

A manager's Team Review tab looks up any staff member's declarations and approves pending ones. A Blocked Staff widget checks a department and date range for who's marked unavailable.

Available —

Unavailable —

Preferred — would like this shift pattern

Conditional / Vacation / Leave / Training — see the reason field for detail

On-call roster

Who's first and backup on-call, by department and day; viewable by everyone, assigned by managers.

Assign On-Call form (management-only)

Field	What it means
Date, Staff*
Priority	A number; 1 = primary, higher numbers are backups in call order.
Contact Number, Specialty, Notes

"Today's On-Call Chain" shows everyone on call right now, ranked by priority with a phone number for each. The weekly grid shows one card per day; managers can deactivate or delete an entry per day.

Swap requests

Track your own shift-swap requests, or review everyone's as a manager.

A swap request starts on My Schedule and shows its "From Shift" and, if targeted, "To Shift," or an italic note that it's an open give-away. Managers use the Review tab to Approve or Reject a pending request with an optional note; the requester sees the outcome and reviewer.

Pending — awaiting manager review, may carry an expiry

Approved —

Rejected —

Cancelled —

Completed — the swapped shift has occurred

Good practices

Bulk Generate for routine weeks, hand-editing for exceptions

Apply a template across a date range and staff list to fill most of a week in one action, then drag individual shifts to fix the exceptions.

Assign on-call coverage before publishing the week

The dashboard's "Today's On-Call" and the roster's rest-violation/unfilled counters both depend on it being set ahead of time, not discovered after the fact.

A conflict override doesn't resolve the conflict, it just forces the save

The overridden shift keeps its warning badge on the roster so it stays visible for a scheduler to revisit.

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