Master Schedule

A master schedule shows all scheduled shifts. A calendar view of the up to date schedule. The Master schedule is located in the 'Master' tab and the 'Master Schedule' button can be accessed from the 'Provider portal'. Select any provider to make a schedule change or view a provider's contact information. Hover over the shift for shift assignment details. The number of the day will be highlighted in orange for the current day of the month. You have the ability to confirm hours, propose or certify schedules changes, and edit hours or assignment.

Your changes are automatically saved.

In the master calendar, the context menu for shifts is available from both the name of the shift and the name of the provider assigned.

Click on a shift or the name of the provider to propose a change in the shift scheduling or, for already worked shifts, to confirm your worked hours.

Any shifts that you have worked but not yet confirmed are highlighted in pink. To confirm your worked hours for the shift(s), click on each shift and select either 'Confirm hours' or you can confirm multiple shifts at once by selecting the 'Bulk Confirm' button.

Any shifts that have been worked and confirmed with their normal shift hours are highlighted in green.

Any shifts that have been worked and confirmed with hours edited from their normal shift hours will have the letter 'A' shown next to the shift name.

Any shifts that have been worked and confirmed with hours added as pure adjusted hours will have the letter 'A' shown next to the shift name.

Any split shifts are indicated by the letter 'S' next to the name of the shift shown in the schedule. To view details of the split, hold the mouse cursor over the name of the displayed shift.

Any shifts highlighted in purple indicate shifts that will be rescheduled pending administrative approval. To view the 'proposed change', hold the mouse cursor over the shift.

To highlight the shifts scheduled for another provider simultaneously with your own scheduled shifts, select that provider's name from the 2nd drop down menu at the top left of the schedule. Click the 'X' to clear the other provider's name.

In the shift detail popup in the 'Master', 'Draft', and 'Individual' schedules, times corresponding to either the day before or the day after the start of the shift are indicated as '+1 day' and '-1 day', respectively.

To enter a provider comment for a day, select the pencil icon at the bottom of the day and comments display with a yellow background.

Comments by the schedule administrator are shown with a blue background. 'Schedule administrator comments' will be viewed by all users viewing the schedule.

Clock In: (Optional) Clock in to start recording hours for the shifts assigned to you.

Individual Schedule: An individualized schedule showing only the shifts assigned to a single scheduled provider.

Select Sites: (Optional) A schedule of all, one, or selected sites can be displayed. This option allows the user to select which sites to include when printing 'Master' schedules. This enables you to select which Sites are being displayed in the current schedule. Initially displays all 'Sites'. For large schedules that require scrolling in order to view the entire schedule, you can facilitate review and editing of specific 'Site' schedules by limiting the display only to selected site(s). Both shifts and sites can be hidden or shown in calendars.

The select sites popup allows selecting or unselecting all shifts with a site with a single click.

A notification is displayed in the 'Master' schedule when some shifts are hidden

Bulk Confirm: Any shifts that you have worked but not yet confirmed are highlighted in pink. To confirm your worked hours for the shift(s), you can confirm shift(s) by date at once by selecting the 'Bulk Confirm' button.

Provider Comment: Comments are displayed at the bottom of each day. 'Provider comments' are shown with a yellow background. If you have added multiple comments about a few days on your requests, you may want to add this information to the 'Location Notes'. This option is located within the 'Provider' tab > 'Shift Requests' screen. Your provider comments are displayed when you are viewing the 'Individual', 'Master', and 'Request' schedules as a reminder of why the day was requested off. You can see all comments for a day by hovering the mouse cursor over any existing comment. The comment will also be printed on your individual and 'Master' schedule.

To add a provider comment: Left click on 'Toggle editing of provider comments (CTRL + 2)' button. The provider comment pencil icon at the bottom of the day will display at the bottom of the day to add a comment. A provider comment window appears containing a text entry area. Type in the entry for the comment.

Propose or certify change: This option lets you propose a schedule change. You have the option to choose from 'Propose a schedule change' or 'Certify a schedule change'. (Your schedule administrator must have given you permission to certify schedule changes.) The schedule will be changed once; the other involved provider accepts the schedule change within the 'My Proposals' screen. (If required by your schedule administrator, final administrative approval may be needed before the actual schedule is changed.) To email your proposal to all or limited individuals: your email proposal is automatically generated, and cannot be edited. If you wish to add any comments about the Certify schedule change or proposal, please enter them in the 'Comment' area.

Show provider availability: A list of providers available for a shift can be obtained from the 'Master' schedule tab from a menu item.

Show contact: Displays the provider's contact information which includes the phone numbers and email address. A clipboard copy function is available next to the email address.

Confirm hours: Any shifts that you have worked but not yet confirmed are displayed with a pink background color. Click on a worked shift to 'Confirm hours' or 'Edit hours or assignment'. Any 'Pure adjustment' hours that you have worked are already confirmed and are listed with the letter 'A'. Click on a 'Pure adjustment' entry to 'Void hour confirmation' or 'Edit hours or assignment'. You can click the 'Confirm All' button to confirm all shifts that have been worked to date. Then, you can edit the hours of any confirmed shifts that need changes; click on the shift, then select the 'Edit hours or assignment' option. Any split shifts are shown with the letter 'S' next to the shift name. Before confirming your hours, you can view how the hours of the shift are being split by holding your mouse cursor over the shift name; a summary of the split will be displayed.

Note: Clicking on shifts that start after the current time will have no effect.

Edit hours or assignment: You have the option to adjust the start and end time of your shift and include a reason.

Void hour confirmation: You have the ability to remove your confirmation of hours if you needed to adjust a shift or clear by selecting the 'Void hour confirmation' option.

Show all providers for split shifts in master schedules: This option only displays if your schedule administrator has enabled this feature. View all provider names within the split shift on 'Master' schedules.

Swap Meet and directed proposals: Highlighted shift color within the 'Master' tab and the menu item 'Act on proposal' allows to respond to proposal directly from the shift.

Click on the provider's name and the menu item will display.

Now, select 'Act on proposal' to respond directly.

'Respond to proposal window' displays

Respond by clicking on 'Accept' or 'Decline' buttons to proceed.

Next, select the 'OK' button to update the proposal.

Then, click the 'Close' button to update the proposal.

Accepting the proposal will automatically update the schedule.

Declining the proposal will leave the proposal highlighted for other providers to respond.

Note: Highlighted shift colors will only display if you're available to work.

The master schedule displays more than 1 schedule: This option only displays if your schedule administrator has enabled this feature for a group that has multiple schedules separate. Read only access to the 'Master' schedule of other locations to all active providers at the current location (i.e., the location that corresponds to the current screen).

Providers assigned to shifts for read-only locations in the master schedule can be selected