Scheduling Assignments in the Scheduler View
On-call assignments can be made for the members of an on-call group in the scheduler view from the Scheduler Assignment screen. You can also review and update the assignments for the members of an on-call group.
NOTE: Assignments for an on-call group can also be made in the calendar format. For more information, please refer to Scheduling On-Call Assignments from a Calendar.
When the Scheduler Assignment screen is accessed, a 7-day period is shown by default. All on-call groups are listed in the Search Results section, and the on-call groups that have assignments scheduled for that time period display in blue.
Searches for assignments can be done by a specific time period and for a specific on-call group. A search that combines more than one type of search can be done to further limit the assignments found.
The on-call assignments for an on-call group can be viewed as a list or displayed in a calendar format, which shows all of the on-call group’s assignments for an entire month. The calendar can be displayed in a printable version, which can then be printed.
The on-call assignments can be saved as a Microsoft Word or Excel file. Note that these applications must be installed on the PC before the file can be saved in either of these formats.
Logging In is Required
The Scheduler Assignment screen requires the user to log in before the screen can be accessed. Only the users that have the appropriate permissions are allowed to log in: the user can be given permission to view and update all on-call groups or the user must be assigned as an Administrator to an on-call group. If the user has permission to view and update all on-call groups, all groups are included in the Search Results section. If the user is an Administrator for certain on-call groups, only those groups are included in the list of groups displayed in the Scheduler Assignment screen.
For more information about logging in to the Smart Web screens, please refer to Logging in to Smart Web.
Concurrent Assignments
The on-call groups can be limited to the number of concurrent on-call assignments that are allowed. If you reach the limit of concurrent assignments allowed you are not allowed to save the assignment.
For example, two concurrent assignments are allowed for an on-call group. If you have an assignment from 8:00 AM to 5:00 PM and one from 1:00 PM to 9:00 PM, you are not allowed to assign a shift from 4:00 PM from 12:00 AM. The overlap of time from 4:00 PM to 5:00 PM is covered by all three assignments, which exceeds the maximum number of concurrent assignments allowed.
Using a Quick List
Within the Scheduler Assignment screen, you can choose to use the Quick List view, which limits the on-call groups listed in the search results section of the screen to only the on-call groups selected by the logged-on user. This feature is useful for an administrator who works with a specific set of on-call groups.
An on-call search screen that consists of only the Quick View list can be accessed from the Quick View screen. For more information about the Quick View screen, please refer to Using the Quick View List Feature.
The on-call groups for a Quick List are selected and maintained in the Personal Profile Quick View Settings screen.
Scheduling Assignments
Assignments can be updated and scheduled for the members of an on-call group. You can manually create a shift by entering a name and the start and end date and time. You can also select a shift already created for the on-call group, or use the shift assignment buttons to automatically select a shift.
Three types of shifts can be assigned using the buttons in the menu bar. The buttons help you to assign shifts more quickly and easily. Before you click an assignment button, you should select a shift that has already been added.
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Same Shift |
This button enables you to assign an additional person or function to the selected shift. Note that when assigning more than one person to the same shift, you may be limited to the number of people or functions that can be assigned to the same shift. For example, Susan Smith is assigned to a shift on June 12th from 8:00 AM to 5:00 PM. If you select this shift and then click the Same Shift button, a new shift on June 12th from 8:00 AM to 5:00 PM is added, if the maximum number of concurrent assignments allowed has not been met. The person or function for the new shift is blank. You must manually assign a person or a function. |
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Next Shift |
This button enables you to assign a person or function currently assigned to the selected shift to the next shift from the list of default shifts. The person or function is assigned to both shifts. For example, Grace Chen is assigned to a shift on June 12th from 8:00 AM to 5:00 PM. The next shift is from 5:00 PM to 1:00 AM. If you select this shift and click the Next Shift button, a shift on June 12th from 5:00 PM to 1:00 AM is added, and Grace Chen is assigned to the shift. |
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Next Day |
This button enables you to assign a person or function currently assigned to the selected shift to the same shift hours on the next consecutive date. For example, Tom Billings is assigned to a shift on June 12th from 8:00 AM to 5:00 PM. If you select this shift and click the Next Day button, a shift on June 13th from 8:00 AM to 5:00 PM is added and assigned to Tom Billings. |
Scheduler Assignment Screen Toolbar Buttons
The toolbar in the Scheduler Assignment screen contains icons that can be used to perform scheduling functions in this screen. The toolbar can be configured to display in two rows, rather than in one row. Please contact your system administrator for help with configuring the toolbar display.
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Toolbar Button |
Description |
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Click the Quick List button to display only the on-call groups selected for the Quick View list for the user currently logged in to the Search Results section of the screen. The Quick List button toggles with the All Groups button. Click the All Groups button to display all of the on-call groups in the Search Results section of the screen. For an example, please refer to Displaying the Quick View List. |
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Click the Hide Tree button to hide the Search Results section. The Hide Tree button toggles to the Show Tree button, which is clicked to re-display the Search Results section. For an example, please refer to Hiding the Search Results List. |
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Click the Block View button to display the on-call assignments for the month in the block view in the Block Assignment screen. For information about this screen, please refer to Scheduling On-Call Assignments using the Block Scheduler. |
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Click the Calendar button to display the on-call assignments is a calendar format. The Calendar button toggles to the Scheduler button, which is clicked to re-display the assignments in the list format. For an example, please refer to Viewing the On-Call Assignments in a Calendar Format. |
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Click the New button to add a new shift assignment using the default start and end dates and times. For detailed instructions, please refer to Creating an On-Call Assignment Using the New Button. |
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Click the Save button to save any changes made to an assignment. |
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Click the Delete button to delete a selected shift or shifts. |
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Click the List button to select an individual for an on-call shift assignment. The On-Call Member List screen contains a list of the members assigned to the on-call shift and a search feature which can be used to search for non-members. For information about using the List button, please refer to Using the List Button. |
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Click the Members button to display the On-Call Group – Members Administration dialog displays. This screen is used to manage on-call group members. The current members of the on-call group display in the Current Members of Group section at the bottom of the dialog. The on-call group name and listing ID is included as part of the section name. |
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Click the Instructions button to display the Smart Web instruction assigned to the on-call group. You can also create a new instruction or update the current instruction. For more information, please refer to Viewing and Updating an Instruction for an On-Call Group. |
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Click the Shifts button to display the default set of shifts assigned to the on-call group as you are adding shifts and using the shift assignment buttons. |
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Click the Same Shift button to assign an additional person or function to the selected shift. Note that when assigning more than one person to the same shift, you may be limited to the number of people or functions that can be assigned to the same shift. For detailed instructions, please refer to Creating an On-Call Assignment Using the Same Shift Button. |
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Click the Next Shift button to assign a person or function currently assigned to the selected shift to the next shift from the list of default shifts. The person or function is assigned to both shifts. For detailed instructions, please refer to Creating an On-Call Assignment Using the Next Shift Button. |
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Click the Next Day button to assign a person or function currently assigned to the selected shift to the same shift hours on the next consecutive date. For detailed instructions, please refer to Creating an On-Call Assignment Using the Next Day Button. |
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Click the Word button to save the on-call assignments as a Word document. For more information, please refer to Saving a Schedule of Assignments as a Word Document. |
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Click the Excel button to save the on-call assignments in as an Excel spreadsheet. For more information, please refer to Saving a Schedule of Assignments as an Excel Spreadsheet. |
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Click the Print button to display a printable version of the list of on-call assignments. For more information, please refer to Printing the Assignments. |
On-Call Assignment Colors
A color displays in the background of each on-call assignment to show the status of the on-call assignment.
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WHITE |
The on-call assignment is not currently active. |
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GREEN |
The on-call assignment is currently active. |
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YELLOW |
The most recently selected on-call assignment. The Select option for the assignment is selected. |
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GRAY |
The on-call assignments that have been selected, but are not the most recently selected. The Select option for the assignment is selected. |
Getting Started with the Scheduler Assignment Screen
The following topics are discussed in this section:
• Searching for Current On-Call Assignments for an On-Call Group explains how to display a list of the current on-call assignments.
• Displaying the Quick View List explains how to display the Quick List for the user currently logged in.
• Printing the Assignments explains how to display the list of assignments in a printable view.
• Viewing and Updating an Instruction for an On-Call Group explains how to view instructions, change an existing instruction, or create a new instruction.
• Updating an On-Call Assignment explains how to update any aspect of a future on-call assignment.
• Adding a New On-Call Assignment explains how to create new on-call assignments.
• Deleting an On-Call Assignment explains how to delete on-call assignments.
• Updating the Members in an On-Call Group explains how to add or remove on-call group members from the group.