Planning and publishing a week

This video walks through the life of a week on the schedule. You'll plan the shifts, fill them, publish the week so your staff can see it, and then change it safely afterwards. At the end, we'll look at the two shortcuts for a week that looks just like the last one. Open Schedule, and use the arrows beside the dates to move to the week you want to plan. This week is empty, and the page says so, pointing back to the week that already has shifts. Press Plan a week. The planner works in two presses: the first shows what it would create and saves nothing, the second creates the shifts. Your roles are already set up, so we go straight to the shifts. Pick the shifts you run each day: twelve-hour days and nights, three eight-hour shifts, one twenty-four hour shift, or your own hours for a clinic week. We'll keep twelve-hour days and nights. The start date is the week you came from. Under For, choose how many weeks to build. One week is enough for now. Then pick how many of each role every shift needs. One RN and one CNA on each shift. Leave a role at zero and no shift is made for it. Press See what this creates. This is the preview: the number of shifts, the hours of work, the dates, and roughly how many hours each person would get. Nothing has been saved yet. If the numbers look right, press Create. The shifts are made, and the week opens straight away with a suggested person for every open shift. These are suggestions, not a schedule. Each line is a person and the shift they'd take, chosen to spread hours evenly and checked against your rules. Untick anyone you don't want. Press Assign to put them on the week. The people go on as drafts. We'll close this panel to look at the week. Notice the Draft label. A draft is yours alone: nobody is notified, nothing appears on anyone's phone, and you can move people around freely. Drag a name to move it, or click a name to take it off. When you're happy, publish. The panel at the side of the week says what publishing does, and how many shifts it covers. Press the Publish button. Now choose who should be told. On a first publish, that's everyone on the week, or nobody if you only want to mark it published. You can also ask staff to confirm: each person then taps I've seen it on My shifts. That needs people with accounts, which is why it's greyed out here. Press Publish. The week is now the official schedule. Your staff see their own shifts, and from now on, any change you publish notifies the people it affects. Back at the top, the schedule shows who has seen the week: Seen by, and the names of anyone who hasn't yet. Each person confirms with one tap on My shifts. Plans change. Click a name to take that person off a shift. The change is a draft again until you publish it, so you can make several changes and send them together. A strip now says there's a change not published yet. Your team still sees the week as it was last published. Changed your mind? Undo, in the green note, puts it back. When you're ready, press Publish the changes. This time you can tell only the people whose shifts changed, so nobody else gets a message they don't need. One more thing worth knowing: nothing is enforced backwards. If you tighten a work rule next Thursday, a week you've already published stays exactly as it is. The rules are checked whenever somebody is assigned, not continuously. Move on to an empty week whose previous week had shifts, and you're offered Repeat last week, people included. It makes the same shifts at the same hours, and puts each person back where the rules allow. Anyone who's on leave or refused is left open for you to fill. For people who work the same days every week, there's Everyone's regular week, under Staff. People are down the side and days across. Tick the days each person works, set the hours, and press the button once. Their shifts are created ahead, and they keep going. The same thing for one person lives on their staff record, as their Standing week. A day can have its own hours, like a half day on Wednesday. Change it later and press the button again, and the shifts at the old days or hours are replaced. So that's a week from plan to publish: build the shifts, fill them, publish to make it official, and see who has confirmed. Changes stay a draft until you publish them, and Repeat last week or a regular week saves you rebuilding the same week again.