Create your first schedule
Schedule setup is a full page that walks through everything a call schedule needs: its dates, the physicians, the roles to cover, patterns, absences, and holidays. Nothing is written to your schedule until you finish on the Review step, so you can move back and forth freely.
- Set up a new call schedule from scratch.
- Add a whole roster at once from a spreadsheet or a pasted list.
- Change several parts of an existing schedule in one pass.
- Your list of physicians, typed out or in a spreadsheet.
How to do it
- 1
Open setup
A new workspace with no physicians, assignments, or saved name opens setup on its own. Otherwise choose “Guided setup” at the bottom of the Setup section in the sidebar. The left rail lists the six steps, and each one gets a check mark once you continue past it.
- 2
Name the schedule and set its dates
On “General”, enter a “Schedule name”, a “Start date”, and an “End date”. The name becomes the saved schedule’s name when you finish.
- 3
Add physicians one at a time
Under “Physicians & workload”, type a name in “Physician name” and choose “Add”, or press Enter. Click a physician in the list to open Physician Settings for FTE, working days, and employment details. To group several, tick them and use “Move to”, or choose “New group”.
- 4
Or paste or upload a roster
Choose “Paste a list”, then paste one name per line, or rows copied from Excel or Google Sheets. “Upload file” reads an .xlsx, .xls, or .csv file. When there is more than one column, set each column to Name, First name, Last name, Group, FTE, Email, Calendar label, or Ignore, and use “First row is column names” if the first row holds headings.
- 5
Check the preview and add
The “Result” column shows New, Update, Already listed, “Repeated, skipped”, or “No name, skipped” for each row. A row that matches someone already on the roster updates them, and a near match is flagged “Similar to” so you can check it. Choose the button, such as “Add 12” or “Add 3, update 2”, to apply.
- 6
Add the roles you cover
“Coverage & Roles” starts empty. Choose “Add role” for each role you fill, such as Call or Backup, then drag them into order from most to least important. Clinic availability is set on this step too.
- 7
Add patterns, absences, and holidays
“Patterns & Preferences” covers weekends, recurring or linked patterns, and preferred days. “Absences” records PTO, CME, leave, and employment dates with “Add absence”. “Holidays” sets which holidays the schedule observes. Each can be left as it is and changed later from the sidebar.
- 8
Review and finish
“Review” summarizes each step with an “Edit” button and lists anything to fix, such as “Give this schedule a name.” or “Add at least one enabled role.”. Choose “Save without generating” to save and open the calendar, or “Generate schedule” to save and fill the full date range straight away.
Good to know
- Setup keeps your progress in this browser as you go. If you leave with “Exit setup” and come back, a banner says “Your setup draft has been restored.” Choose “Discard draft” to drop those edits and start again from the current schedule. The draft is on this device only.
- Opening setup on a schedule you have already started runs it in edit mode. The name cannot be changed here, existing assignments are kept, and the finish buttons are “Save changes” and “Save and regenerate…”. Regenerating asks first, because it can replace unlocked assignments. Locked assignments stay.
- A practice can hold up to 15 physicians. If a list would go past that, setup says how many places remain and adds nothing until you shorten it.
- For example, paste spreadsheet rows headed Name, Group, and FTE, and check each column is mapped to match. Any group that does not exist yet is listed under “New groups:” and created when you add the rows.