After setting up the clinics' schedule, you can go a step further and configure your team's schedules.
With the New Team Scheduling, practice managers can create, edit, and manage staff shifts efficiently with a flexible multi-view calendar. Whether you need a detailed daily breakdown, a weekly overview, or a broad monthly view, this feature helps streamline scheduling and avoid conflicts.
The new team scheduling page is available in the Administration section under Clinic Preferences.
Key Benefits
✔ All Staff Schedules in One View – Previously, practice managers had to configure each staff member’s schedule using a base schedule and exceptions. With the new Team Scheduling, all shifts are managed in one calendar view, making scheduling more efficient and reducing setup time.
✔ Multiple Views – Easily switch between Day, Week, and Month views to get the right level of detail for planning.
✔ Faster Scheduling – Create shifts quickly, assign multiple staff at once, and configure recurring shifts with just a few clicks.
✔ Conflict Detection – Instantly identify and resolve scheduling conflicts before shifts are published.
What is a Shift?
A shift represents a scheduled work period for a staff member at the clinic. Each shift includes details such as:
Start and end time (e.g., 9:00 AM – 5:00 PM)
Assigned staff member(s)
Recurrence settings (if the shift repeats)
Breaks (e.g., Lunch from 12:00 PM – 12:30 PM)
Notes (optional)
In the new Team Scheduling, shifts are fully customizable and can be assigned to multiple staff members at once. Unlike the previous system, where schedules were built using base schedules and exceptions, practice managers can now create and adjust shifts directly in a calendar view for a more flexible and streamlined workflow.
Shifts can be one-time or recurring, and they can be easily edited, duplicated, or deleted from the calendar.
Multiple shifts can be configured for the same staff in one day.
Shift Statuses: Draft vs. Published
Draft Shifts – Visible only to administrators and can be edited anytime.
Published Shifts – Official shifts that are visible to staff and part of the live schedule.
The published shifts have a "Free" substatus that marks PTO time.
Color Codes
Draft - Grey
Published - Teal (light blue)
Free - published, green
The team scheduling calendar
Switching Between Calendar Views
Click on Day, Week, or Month in the top-right corner to change the view.
Day View – A detailed breakdown of shifts for a single day.
Week View – An overview of all shifts for the week, categorized by staff.
Month View – A high-level calendar view showing shift coverage for the entire month.
Filters & Navigation
Staff Filter – Use the staff filter (top-right) to show or hide specific team members from the schedule.
All of your "Active" staff members will be visible in this calendar
Today Button – Click "Today" to jump back to the current date.
Date Navigation – Use the left and right arrows to navigate between days, weeks, or months.
Quick Date Selector – Click on the date label (e.g., "March 2025") to open a calendar modal and jump to any date.
Clicking on a shift opens a detailed view for quick edits.
Creating a New Shift
Click “New Shift” or click directly on an open space in the calendar.
Fill in the following details:
Shift Name (required).
Staff – Select one or multiple team members. (required).
Date & Time – Choose the shift duration. The default is clinic opening times.
Recurrence (Optional) – Set daily/weekly repeats with custom end dates.
Breaks (Optional) – Add unproductive time like meal or rest breaks.
Notes (Optional) – Include any relevant information.
Click “Publish Now” to make the shift official or “Save as Draft” for later adjustments.
🚀 Pro Tip 1: You can set up multiple shifts in a day.
🚀 Pro Tip 2: At this time, the new Team Scheduling does not support shifts that extend past midnight into the next day. Each shift must begin and end on the same calendar day. If an overnight shift is needed, we recommend creating two separate shifts: one ending at 11:59 PM and another starting at 12:00 AM."
Creating a Shift for Multiple Staff Members
With the new Team Scheduling, practice managers can assign a single shift to multiple staff members at once, eliminating the need to configure the same shift multiple times manually. This feature is especially useful for teams working in overlapping shifts or clinics that need to schedule multiple staff members for the same time slots.
How to Create a Multi-Staff Shift
Click on "New Shift".
Enter Shift Details mentioned here
Assign Multiple Staff Members
In the Staff field, select multiple staff members to be assigned to the shift.
To remove a staff member, click the "X" on their name.
Publish or Save as Draft
Click “Publish Now” to immediately add the shift(s) to the schedule.
Or click “Save as Draft” to review & finalize later.
Automatically creating shifts based on the clinic schedule
When adding a new user, if their schedule does not differ from the clinic opening hours, it's very easy to configure the new staff's schedule.
You simply need to check the "Automatically create user shifts based on the clinic schedule.
Their schedule will be automatically published.
Shift Recurrences: Automate Your Team’s Schedules
With the new Team Scheduling, practice managers can set up recurring shifts, reducing manual scheduling work and ensuring consistency across the calendar.
What is a Recurring Shift?
A recurring shift is a shift that repeats on a set schedule. Instead of manually adding shifts every week, you can configure them to repeat automatically using predefined options, or custom basis.
How to Set Up a Recurring Shift
Create a New Shift by clicking on "New Shift" or selecting an open slot in the calendar.
Enter Shift Details – Set the time, staff, breaks, and notes as needed.
Enable Recurrence:
Under the Recurrence (optional) section, select Daily, Weekly, or Custom.
Daily – Repeats every day.
Weekly – Repeats on specific days of the week (e.g., every Monday & Thursday).
Custom – Set a custom pattern (e.g., every 2 weeks on Tuesdays).
Set End Date or Occurrences: Choose whether the recurrence should end on a specific date or after a set number of occurrences.
Click “Publish Now” to finalize or “Save as Draft” to review later.
🚀 Pro Tip: Use recurrence for consistent schedules (e.g., doctors working the same days every week) and adjust individual shifts as needed.
How to Set Up a Recurring Free Shift
"A free shift is a scheduled time block that is not considered part of a staff member’s paid working hours. This is useful for things like configuring PTO time.
You’ll recognize a free shift in the schedule because it will be labeled with a green ‘Free’ tag.
Click ‘New Shift’ or select an open slot on the calendar.
Enter the shift name (optional).
Select the staff member(s) who will be assigned to this shift.
Set the date and time as needed.
Toggle the ‘Mark as Free’ option to mark the shift as free.
Optional) Add recurrence if this shift will repeat on a schedule.
Click ‘Publish Now’ to finalize, or ‘Save as Draft’ if you want to review it later.
The free shifts appear as closed (greyed out) in the calendar.
Creating Recurrence Exceptions
It's possible to add exceptions to recurrences.
Exceptions can be configured in a custom recurrence and currently support closed days only.
✔ Use exceptions to mark days when the shift should not occur, such as clinic closure days or holidays.
✔ Exceptions will be reflected in the recurrence settings when configuring a shift.
✔ Exceptions will appear as "no schedule" or closed days in both the internal and public calendars.
Editing Recurring Shifts
When editing a recurring shift, you’ll be prompted to choose:
Edit this shift only – Adjust just one occurrence.
Edit all future shifts in this series – Apply changes to all upcoming shifts.
Edit all shifts in this series – Modify the entire series, including past shifts.
Deleting Recurring Shifts
Similar to editing, you can choose to delete:
This shift only – Removes a single occurrence.
All future shifts in this series – Stops future recurrences but keeps past shifts.
All shifts in this series – Completely removes the recurring shift from the calendar.
Publishing Shifts
Once shifts are configured and conflicts (if any) are addressed, practice managers can publish shifts. Publishing shifts makes them visibile in the calendar and public calendar.
Ways to Publish Shifts
✅ Publish All Shifts – Click the “Publish Shifts” button (top-right) to finalize all shifts in draft mode.
✅ Publish an Individual Shift – Click on a specific shift and select “Publish”.
✅ Publish a Recurring Shift – Choose one of the following options when publishing a shift series:
This shift only – Publish a single occurrence.
All future shifts in this series – Publish all upcoming shifts in the recurrence.
All shifts in this series – Publish the entire recurrence, including past shifts.
💡 Note: Unpublished shifts remain in Draft Mode, visible only to administrators, until they are manually published.
Conflict Management
The new Team Scheduling system includes built-in conflict detection to prevent overlapping shifts and scheduling errors.
How Conflicts Are Displayed
Exclamation Marks (!) on the Calendar – Shifts in conflict are visually marked with an exclamation point.
Conflict Manager Panel—Located at the top right, this panel dynamically adjusts based on the selected Day, Week, or Month view.
Conflict Alerts on Publishing – The system warns users if they attempt to publish shifts that conflict with existing ones.
Resolving Shift Conflicts
Open the Conflict Manager to see a list of conflicts.
Clicking on a conflict will open the weekly view, highlighting the conflicting shift for that staff member.
Options for resolution:
Adjust shift timing or staff assignments.
Delete or modify the conflicting shift.
If necessary, force publish the shift despite conflicts.
🚀 Pro Tip: Resolving conflicts before publishing ensures a smoother scheduling experience and reduces last-minute adjustments.
Migration to the new Team Scheduling
For existing clinics, when the new Team Scheduling is activated for your clinic, the old scheduling system will no longer be available for editing. However, all schedules configured in the previous system will remain active until you transition to the new system.
How Migration Works
✔ The migration is automatic
Your existing schedules will automatically migrate to the new shift-based system in Draft Mode. This ensures you can review and adjust shifts before making them official by publishing.
✔ Legacy Label – Staff members who are still using the legacy schedule will have a
yellow “Legacy” label, indicating that their schedule is based on the old system.
Schedule correspondent in the new Team Scheduling shift system
Base schedule migration
Staff that currently follow the clinic schedule will be migrated to the new shift system as "Clinic default shift"
Staff who do not follow the clinic schedule -> All previously configured schedules will be migrated into the new shift system as "Staff default shift."
Schedule exceptions migration
Clinic exceptions will be migrated as "Clinic exception" shifts.
Personal exceptions will be migrated as " Personal Exception" shifts.
The hierarchy for the migration is Personal exception > Clinic exception > Staff/clinic shift
Publishing migrated shifts
✔ New Source of Truth – Once at least one shift is published for a staff member, their schedule will be fully managed within the new Team Scheduling system. The legacy schedule will no longer apply.
✔ Publishing Confirmation – The system will warn you that publishing a shift for a staff member permanently switches them to the new system.
Tips for a Smooth Transition
✅ Double-check your migration – While we have automatically migrated your schedules, take a moment to review the shifts to ensure accuracy.
✅ Migrate staff one at a time – You can publish shifts for one staff member at a time, allowing for a controlled and safe transition to the new system.
🚀 By publishing your first shift, you fully transition that staff member to the new Team Scheduling – making it the new source of truth!