Overview
Figure 1. The Schedule Settings menu
From the Schedule Settings menu, you can:
Publish schedules
Take schedules offline, or unpublish schedules
Set Period Request deadlines for the different sections in a period
Import shifts into a schedule (Shift Import feature).
When you publish a schedule, it becomes available to your Users on the Intrigma web platform and Intrigma’s mobile apps. With the schedule published, your Users are informed about their shift assignments and can start, if they are allowed to do so, to swap/trade assignments with each other. A Snapshot, or backup, of the current schedule is taken when a schedule is published.
In contrast to schedule publishing, taking a schedule offline makes it unavailable on all Intrigma apps. When adjustments to a schedule are needed, we recommend that you temporarily take it offline. Making changes to a schedule while it is still published may lead to unnecessary notifications to your Users. You can publish the schedule again after the adjustments.
Period request deadlines are set to let Users know until when they can submit requests, while Schedule shift import enables populating your schedules with predefined shift types set up in text files.
Configuration
Before you can use the Publish Schedule, Take Schedule Offline, and Schedule shift import features, they must be enabled in your organization’s Intrigma account. For help with enabling them, contact [email protected] or reach out to your representative.
Once enabled, further setup is needed before you can use these features.
Schedule Publication
Before you can use the Schedule Publication feature, you must first perform the following:
Add periods in your Calendar
Add sections to your organization
Make Users available for shift assignments
Adding a Period
A Period is simply the interval of time a schedule covers. A typical Period is based on the calendar month, e.g. January 1-January 31 would be one period. Whether your Users are allowed to submit shift request assignments in a Period depends on your organization.
Periods are maintained in the Intrigma Scheduling System (ISS).
To add a Period to your Calendar:
In the ISS, go to the Schedule menu, then click Add Periods.
Figure 2. The Add Periods option under the Schedule menu
On the Add Periods dialog, the next month in your Calendar that does not have a period yet is shown by default. For example, if the last period in your Calendar is April 2025 (4/1–4/30), the Add Periods dialog will show the next month, May 2025 (5/1–5/31), as the next period.
If this default option meets your requirements, skip to Step 6. Otherwise, select any of the other options presented in Steps 3-5 below to create a new period.
To add more than one period, change the number of periods to be created from 1 to the number of periods you want to create. This will automatically create the periods based on the succeeding calendar months. Skip to Step 6.
To add a period that is not based on the calendar month but on the number of weeks, select the Periods of weeks option, which is set to 1 week by default. Change the number of weeks if the default number is not sufficient for your requirements. Skip to Step 6.
If the options presented in Steps 2-4 do not work for you, select the Adjust individual period names and dates box, then set your own custom name and date for the period.
Click OK to create the period and add it to the list of periods in your Calendar.
Figure 3. The Add Periods dialog
Adding a Section
Sections provide a way to organize and limit access of Users to the schedule, e.g. by department (cardiology, pediatrics, and ED) or physical location (main, north and east), or some other setup adapted to your needs. Users are attached to one or more sections; to be added to the schedule, you will need to make Users available for assignment to the shifts linked to your sections.
To add a new section:
Click the hamburger menu on the top left, then click the Sections tab on the left.
On the bottom left of the Sections page, click the Add New Section button.
Figure 4. Select the Sections tab under the hamburger menu, then click Add New Section.
Enter the section’s name and abbreviation, then click Create to add the section to the list of sections.
Figure 5. Enter the name and abbreviation of the new section before clicking Create.
Select the section, then select the Users to be added to the section from the Available Users list.
Figure 6. Select the Users who belong to the new section
Making a User Available for Assignment to a Shift
Before you can assign your Users to shifts, you need to make them available for assignment to those shifts.
To make a User available for a shift:
Click the hamburger menu on the top left to open the Users tab.
Select the User from the list of Users. To narrow down the search, enter the User’s name on the Search bar on top of the list.
On the User’s Account page, click the Availability tab.
Select the section to which the User belongs. Select multiple sections if applicable.
Click the If this User will be assigned shifts, add to the schedule by clicking here button to the right of the Sections list.
Figure 7. Click the dark blue-colored button on the right to show the list of available shifts for the selected section.
Select the shifts to which the User can be assigned from the list of shifts. This makes the User immediately available for assignment to the selected shifts.
Figure 8. Select the shifts to which the User can be assigned
Once periods are created, sections set up, and Users made available for shift assignments, you can assign available Users to shifts within that period. With the shifts filled up, you can already publish your schedule. Typically, a schedule is published prior to the start of the calendar month it covers.
Walkthroughs
Publishing a Schedule
A schedule can be published once sections are set up and Users are available for the shifts in those sections. A schedule covers a period that has been previously added to your Calendar.
When a schedule is published, it becomes available on the Intrigma Web Platform, Calendar syncs, and the Intrigma mobile apps. Using these apps, Users can view their assignments and, if enabled by your organization, swap shifts with one another.
To publish a schedule:
To the right of the Calendar Settings menu, select the scheduling period from the list to display it in your Calendar.
Figure 9. Select the scheduling period to be published from the list.
Click the Schedule Settings menu, then Publish Schedule.
Figure 10. Click Publish Schedule to open the Publish Schedule dialog.
On the Publish Schedule dialog, either enter the name of the section you want to publish on the Search bar, or select the section to publish from the list. Multiple sections may be selected.
Figure 11. Select the sections that will be included in the published schedule.
To send a notification to Users regarding their assignments in the schedule, proceed to Step 4. Otherwise, skip to Step 6.
To notify Users about their assignments in the schedule, select Email all assigned Users when the schedule is published.
Enter a note for your Users that will be included in the notification email, then select either PDF or XLS as the format of the published schedule that will be attached to the email.
Click the Publish button on the bottom right, then the Confirm button when a notification appears. Once the schedule is published, the sections included in the schedule are then labeled as Published.
Figure 12. Click Publish to publish the schedule.
Taking a Schedule Offline
Taking a schedule offline will make it unavailable to your Users on the Intrigma Web Platform, Calendar syncs, and the Intrigma mobile apps. This means that, until the schedule is published again, Users will not be able to perform swaps with one another.
To take a schedule offline:
To the right of the Calendar Settings menu, select a published schedule you want to take offline.
Click the Schedule Settings menu, then click the Take Schedule Offline option.
Select the sections to unpublish. The sections currently displayed on the Calendar are selected by default. You may select more sections, or deselect already selected ones, if needed.
Note: If your sections are also organized into regions, you can also select by region to take the schedule of the sections belonging to a region offline.
Click the Unpublish button.
Figure 13. Click Unpublished to take the selected schedule offline
Setting Period Requests Deadlines
The Period Request Deadlines feature allows schedulers to define the request window for each Section. When the request window is open, Users are able to submit shift assignment requests through Scheduler+ or the Intrigma mobile apps.
Note: Period Request deadlines are maintained in either Scheduler+ or the ISS, or both.
Once request deadlines are set and the schedule published, schedulers may create requests through the Requests button on the right-hand panel. When adding a request for a User belonging to more than one (1) section with different request deadlines, select the applicable section first before creating the request.
To set a Period Request Deadline for one or more sections:
To the right of the Calendar Settings menu, select an unpublished period for which you want to set a deadline.
Select the Schedule Settings menu on the top right, then Period Request Deadlines.
Select the period for which you want to set request deadlines from the dropdown list at the top.
To disable request changes for the selected period, select the Disable request changes for this period on web box. This prevents creating and updating of requests for the selected period.
Note: A use case for this is when shifts are filled already with requests even before the deadline has passed. When this happens, you may want to disable request changes until the schedule is published.
Select the section for which the request deadline will be set. Multiple sections may be selected.
Select the request start date from the Calendar. The typical request start date begins on the 1st day of the selected period.
By default, Request deadlines are set at 11 evening on the last day of the month. You may change this to your preferred date and time.
Click Save.
Figure 14. Click Save to set the period request deadline.
Using the Shift Import Feature
The Shift Import feature allows shifts to be imported into a schedule and displayed on the Calendar. Thus, it provides a more convenient way to populate your schedule with your shifts.
The standard import file must be in a tab-separated TXT format. If there are any errors in the file during the import process, you will be asked to correct them. Try importing the file again after correcting the errors.
To import shifts into a schedule:
To the right of the Calendar Settings menu, select an unpublished period to which the shifts will be imported.
Select the Schedule Settings menu on the top right, then Schedule shift import.
Figure 15. Click Schedule shift import to open the Schedule shift import dialog
Either select the import file from your PC or drag and drop it onto the Schedule shift import dialog.
Figure 16. Select or drag-and-drop the import file from your PC to the Schedule shift import dialog.
Wait until the system finishes analyzing the import file for errors. If there are errors, these will be listed so that you can note them down. If the system does not detect any errors in the file, it will go ahead and import the shifts into the schedule.
Figure 17. Correct the errors in the import file before trying to import it again.
Related Features
Snapshots: Publishing a schedule creates a new snapshot of the current schedule.
E-mail notifications: Assigned employees will receive an e-mail notification with their schedule attached when the required checkbox is set.
Requests: Allows Users to submit their preferences to work specific shifts or have time off, which can then be approved or denied by a scheduler- (depending on your account’s configuration).
Request Reminders: Sends notification to Users before the Period Request deadline.
Request Priority Groups: Allows limiting Users from filing requests until a specified amount of time, e.g. per diems can only submit requests a week before the deadline.
More information about these features are available in the Intrigma Knowledge Base. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.