In short. The Settings tab holds what applies to the whole team, in two sections: Team and Scheduling. The explanation of each setting is behind the small (i) next to its name. Reserved for managers.
Set up the team
In Team: Team name, Time zone, Language of first emails, Day shift changeover time and Names in calendars.
Good to know: a wrong time zone shifts everything without ever showing an error.
Set the reminders
In Team:
- Reminders, in days before the deadline: 7, 3, 1 by default;
- Reminders at most per physician and per period: 3 by default. The ones you send yourself count too.
A new schedule also applies to periods still collecting answers: their upcoming reminders are rescheduled. A reminder already sent is not sent again, and a day already past is not made up.
Limit what physicians ask for
In Scheduling, under Physicians' requests: Maximum weekday preferences, Maximum weekend preferences and Maximum shift requests per period. Zero closes requests for the whole team.
Lowering the maximum of requests deletes nothing. Lowering a maximum of preferences asks physicians to remove some in order to confirm.
Set the rest and the carry-over cap
In Scheduling, under Schedule calculation:
- Minimum rest between two shifts: 48, 72 or 96 hours;
- Carry-over cap: No cap by default; at 0, nothing carries over.
These are defaults: a period can have its own (Change the period's cap or rest). A schedule already calculated does not recalculate by itself, and a published period keeps its cap.
Choose the publishing rules
In Scheduling, under Publishing:
- Allow publishing with an empty slot, provided a justification is written;
- Let physicians download the schedule.
Choose how exchanges work
In Scheduling, under Shift exchanges between doctors:
- Agreed between doctors, the default: the schedule updates by itself;
- Subject to your approval: each exchange waits for your decision;
- Turned off: exchanges go through you, and requests still open close.
Save
Save, in each section. Your password is asked if you touched Time zone, Day shift changeover time or Allow publishing with an empty slot.
Read the team log
View the team log, under the form. It records who did what, and when: members and their permissions, settings, each step of the periods (creation, deadline, calculation, publication, revision), exchanges, reminders sent and workbooks downloaded. Each intervention by the publisher is there, with its reason.
If something is wrong
- "Write the reminders in days before the deadline…": correct the days, for example "7, 3, 1".
- You changed the cap, and a published period did not move: that is intended. Open a revision.