How to create a manual schedule

Open the Physicians page from the sidebar. In the top-right corner, click Add provider.

Enter the provider's name, email, and FTE target (1.0 = full time). A color and initials are assigned automatically. New providers appear immediately and become eligible for shift assignment.

Tip: use the trash icon on a provider card to remove someone. Any shifts they were assigned to are automatically returned to the open pool.

Open Manage shifts from the sidebar. For each shift you want to add, set:

• Label — short name shown on the calendar (e.g. "A1", "Night Lead").
• Start & end times — 24-hour format. Cross-midnight is supported.
• Site — which location the shift belongs to.
• Category — day, evening, night, or 24-hour. This drives base-policy rules (rest between nights, etc.).

Shifts persist per location and can be edited or removed at any time.

Visit the Rules & Voice page to fine-tune how the scheduler interprets your department.

• Department preferences — weekend definition (Fri vs Sat–Sun) and required annual FTE hours.
• Per-provider rules — max consecutive days, night caps, requested days off.
• Voice rules — speak natural-language constraints; the AI converts them into structured rules.

Base-policy rules (96h off after a night string, 72h between 24h shifts, etc.) are always enforced, even before preferences are considered.

On the Schedule page, use the upload buttons in the toolbar to bring in an existing roster — one for files (Excel, CSV, PDF) and one for photos/screenshots. Three formats are supported:

• Excel (.xlsx / .xls) or CSV — rows are dates, columns are shift labels, cells contain the provider's initials. Headers are matched against your configured shift labels.
• PDF — a digital or scanned calendar. The AI extracts shift assignments and matches them to your roster.
• Image of a printed or handwritten calendar — snap a photo (JPG/PNG/HEIC). The AI reads the image, identifies shift cells, and maps initials to providers.

After upload, review the import preview. Anything the AI couldn't match is flagged for manual assignment before it commits to your draft. For a dedicated step-by-step import flow, you can also open Upload schedule.

On the Schedule grid, every empty shift cell is a drop target. Open the provider drawer on the right side and drag any provider chip onto the shift cell you want to fill.

• Drop on an empty cell — assigns the provider.
• Drop on a filled cell — swaps the two providers (the previous one returns to the drawer).
• Drag a filled cell off the grid — unassigns and reopens that shift.

If a drop would violate a hard rule (e.g. rest between nights), the cell flashes red and the assignment is blocked. Soft-preference conflicts are allowed but highlighted.

When the draft looks good, click Review & publish in the Schedule toolbar. The month goes live: providers are notified, can view their assignments on My Schedule, and every subscribed calendar (Google, Apple, Outlook) is updated via each provider's personal iCal URL.

After publish, changes go through tracked swap requests on the Requests page — no more silent edits. Approved swaps re-sync every subscribed calendar automatically.

Need to start over? Use Discard draft from the Schedule toolbar before publishing.