Scheduler Guide

As a scheduler you own the month: defining shift types, keeping the roster current, building drafts, and publishing so providers can sync their calendars. AIER gives you both a manual grid and — on Intelligence and Complete — an AI builder that respects your rules and preferences.

1. Define shift types under Manage shifts — Day / Evening / Night, start/end times, allowed weekdays.
2. Confirm the roster under Physicians — FTE, credentials, seniority.
3. Set preferences and rules under Rules — max consecutive nights, weekend fairness, holiday policy.
4. Enable the right holidays under Holidays.

Tip: On Complete tier you can add rules by voice — tap the mic in the Rules editor and speak a constraint.

Manual (Essentials)

1. Open Schedule and pick the month.
2. Click a cell to assign a provider to a shift slot.
3. Use the coverage strip to spot gaps.
4. Press Review & publish when finalized.

AI Build (Intelligence / Complete)

1. Open Schedule → pick the month → click Build schedule for the deterministic fill, or use the dropdown next to it to run AI-assisted refinement.
2. Review the draft; click any cell to reassign or drag providers to adjust.
3. Click Review & publish when satisfied. Providers get notified and can sync their calendars.

New to AIER mid-month? Import the current schedule so providers see continuity.

1. Open Upload schedule.
2. On desktop: drop an Excel, CSV, or PDF.
3. On mobile: tap Take a photo of the schedule and snap the printed rota.
4. Review AI-detected physicians and shifts; fix any name mismatches.
5. Confirm to import into the month.

Tip: iPhone HEIC photos are auto-converted. If a photo fails, avoid glare, keep the page flat, and rotate upright before retrying.

• My requests (provider view) — providers submit swap and time-off requests.
• Requests (scheduler view) — approve, deny, or auto-swap.
• Approved swaps update the published schedule and re-sync calendars automatically.

1. Publish makes the month visible to providers.
2. Providers subscribe to a private iCal URL from My schedule → Sync calendar.
3. Re-publishing pushes updates to every subscribed calendar within ~15 minutes.
4. Use Replace this month if you need to overwrite with a new import.

Open Insights to see the Circadian Alignment Index (CAI) alongside fairness and coverage scores. Use these to defend a published schedule to your team or spot systemic issues.

• Draft won't build → check that every shift type has ≥1 eligible provider.
• Provider missing from picker → confirm they're active on the roster.
• Calendar not updating → have the provider re-copy the iCal URL from My schedule.