Overview
The Calendar is a key feature for managing shifts and assignments. It displays the schedule with various customizable display tools and settings, allowing you to make scheduling decisions and manage your schedule efficiently. Within the Calendar, you can add, edit, and remove shifts, assign providers, and use filters to display specific sections or information.
Figure 1. The Calendar
Configuration
From the toolbar at the top, the Calendar Settings menu allows you to customize how the Calendar is displayed. These settings include the number of weeks (from one to six weeks) shown on the Calendar, and whether to show shift end times and shift minutes. It also allows you to highlight requests from specific providers.
Figure 2. Use Calendar Settings to customize the information shown on the Calendar
To the right of the Calendar Settings, you’ll see a drop down that allows you to select a scheduling period to view it in the Calendar.
To display specific sections on the Calendar, click the Sections list box (the rightmost box on the toolbar), then select the sections to be shown on the Calendar. Sections provide a way to organize and limit access to Users to the schedule, e.g. by department (cardiology, pediatrics, and ED) or physical location (main, north and east).
Selecting a provider from the Users list on the left will update the Calendar to reflect the that provider’s assignments and ability to work shifts in the current period through the following color codes:
Dark Blue: The selected User is assigned to the shift
Light-gray: The User is available to work the shift
White: The User is not available to work the shift
Figure 3. Color-coded shifts, as they appear in the Calendar, with the User Baca selected.
The Calendar also shows shifts with pending work requests in blue, while shifts which belong to other periods are grayed out.
Walkthroughs
Shift and Shift Assignment Operations
Figure 4. The Assign Available User menu option shows Users grouped by availability
Right-clicking on a shift in the Calendar will display the following options:
Edit Selected Shift: Opens the Edit Shift window, where you can edit the shift type, start and end times, and pay category, if any.
Remove Shift: Deletes the selected shift from the schedule.
Assign Available User: Allows Users to be assigned from a list that is grouped by their availability to work the selected shift.
If a provider is selected from the User List on the left, the following option is also shown:
Assign [Selected User] to Shift: Assigns the selected User to the shift.
If a provider is currently assigned to the shift, the following option is also shown:
Remove [Name of Provider] from shift: Removes the currently assigned provider from the shift.
Creating a Shift
Figure 5. Right-click anywhere on a date and click Create Shift
To add a shift to the Calendar:
Right-click on the date that the shift is to be added to and select Create Shift.
Select the shift type, and set the start time and end time for the shift, and pay category.
To set the staffing rules for the shift, select the Show Staffing Rules box, then fill up the Staffing Rules info, including quota and priority.
Enter a comment about the shift on the appropriate box, if needed.
Click Submit to save the new shift record and display it on the Calendar.
Editing a Shift
Figure 6. Right-click on a shift, then click Edit selected shift
To edit a shift in the Calendar:
Right-click the shift you want to edit in the Calendar, then click Edit Shift.
Make your changes to the shift, then click Submit.
Figure 7. The Edit Shift Window
Assigning a User to One or More Shifts
Figure 8. Right-click on a shift, click Assign Available User, then assign Users to the shift
To assign a User to one or more shifts at the same time:
Press and hold the Ctrl key on your keyboard and click to select the desired shifts.
Right click on one of the selected shifts and click Assign an Available User.
Select the User you want to assign to all the selected shifts.
Removing All Users from One or More Shifts
Figure 9. Right-click on the shifts, then click Remove All Users from Shifts
To remove all assigned Users from multiple shifts at once:
Press the Ctrl key on your keyboard and click the desired shifts.
Right click on one of the selected shifts and click Remove All Users from Shifts.
Removing a Shift
Figure 10. Right-click on a shift, then click Remove Shift
To remove a shift from the Calendar:
Right-click the shift you want to remove from the Calendar, then click Remove Shift.
Click Yes on the confirmation message to remove the shift.
Selecting Sections to Display in the Calendar
Figure 11. The Sections box lists the sections that can be displayed on the Calendar
To show only selected sections on the Calendar:
Click the Sections box on the toolbar.
Select or deselect the appropriate sections as needed. Deselecting sections hide them in the Calendar. Users who do not belong to any of the selected Sections will also be hidden.
Click Submit to save your changes and refresh the Calendar, which will show only the sections you selected in Step 2.
Note: Sections that have been published and are therefore visible to end Users, will reflect this information in the Sections list.
Using Calendar Filters
Figure 12. Apply Calendar Filters to customize the information shown on the Calendar
The Calendar is displayed without any filters by default.
With Calendar Filters, you can limit the info displayed on the Calendar. You can filter by unassigned shifts, individual User assignments, shift groups, and User groups, as well as the start and end times for shifts.
Figure 13. Using the Calendar Filter to show only specific Users
If your organization uses pay categories and/or credentials and licenses, you can also filter by pay categories, and license and license groups.
To manage Calendar Filters:
Click the Change Filters button on the top right of the Calendar to open the Filters dialog.
To display only unassigned (empty) shifts, click the Show unassigned button to the right of the Filter by Assignments box.
To filter shifts assigned to certain Users, select the Users whose shifts you want to view from the Filter by Assignments list. Up to 20 Users may be selected from the list.
To filter shifts that belong to certain Shift Groups, select the shift groups from the Filter by Shift Groups list.
To filter shifts based on their start and end times, under the Filter by Shift Times section, select either Exactly or Starts In, then select the start and end times for the shift.
To filter shifts by pay category, select up to three (3) pay categories under the Filter by Pay Categories section.
To filter shifts by licenses, select up to three (3) licenses under the Filter by Licenses section.
To filter shifts by License Groups, select up to three (3) license groups under the Filter by License Groups section.
Click Apply so that only those shifts that meet the specified filters are displayed on the Calendar.
Related Features
Tracker: Shows a live statistical overview of the schedule, for example: total hours or shifts that each provider is assigned to.
Split View: This allows for the Calendar to be viewed at the same time as another view.
Shift Grid: This displays the schedule within a spreadsheet-like grid, with shift types and dates on the axes and User assignments in the cells.
Requests: Reviewed requests will be reflected within the Calendar, and a warning dialog will appear if an assignment conflicts with a Request that has been submitted (whether reviewed or not).
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.