Configuring the Admin panel

Configuring the Admin panel

The Admin console is where you manage staff, rooms, scheduling rules, shift settings, categories, custom labels, and CSV imports for your site

Open the Admin Console
  1. Open the schedule at the desired site
  2. Click Admin in the top-right corner, next to Schedule
  3. Use the tabs in the left sidebar to move through each setup section

We recommend reviewing the tabs in order.

Use the Staff Directory tab to manage teams and staff.

To add a staff member:

  1. Click Add a new Physician or Add a new Support Staff
  2. Enter the staff member’s details
  3. Save your changes

When editing a staff member, you can configure:

  • Name
  • Specialty
  • Employment type: Full-time, Part-time, or Casual
  • Default category
Weekly Availability

The Weekly Availability section controls when a staff member can be scheduled.

Each day includes AM and PM blocks. Click Edit on a day to:

  • Mark a block as Available
  • Assign a Fixed room, which forces that block into a specific room
  • Mark the block as Unavailable, which excludes it from scheduling

A counter shows how many blocks are available for the week.

Use Reset week to clear availability changes.

To view deactivated staff members, turn on Show inactive.

Use the Rooms and Resources tab to manage rooms and shared resources.

Rooms

Click Add a new Room to create another room.

Resources

The Resources section lets you define shared items, such as equipment.

For example, you could create a resource type called Equipment and add an item such as X ray.

Each resource includes:

  • A resource type
  • An item name
  • A linked relationship type: room, physician, or support staff
  • A quantity

Resources become available only on matching shifts.

Use Add a new item or Add Resource Type to expand your resource list.

Use the Rule Settings tab to manage the facility-wide scheduling rules.

Each rule includes:

  • An on/off toggle
  • A severity badge: warning or error
  • A short description

Click a rule to expand it and edit its parameters.

For example, the Minimum rest between shifts rule lets you set:

  • Severity
  • Minimum rest hours

Rules can include:

  • Minimum rest between shifts
  • Resource over-allocation
  • No support staff/physician overlap
  • Room-plan mismatches
  • Maximum hours per day
  • Shifts on non-working days
  • Double-booked rooms
  • Inactive staff scheduled

Click Add Rule to create additional rules.

Monthly rule overrides are handled later in the schedule panel, not in the Rule Settings tab.

Use the Shift Settings tab to define how the working day is structured.

Shift Type

Choose one of the following shift types:

  • Full-Day: One shift spans the full working day
  • Half-Day: Separate AM and PM shifts
  • Hourly: Fixed intervals throughout the day

Then set the schedule’s start and end times.

Working Days

Under Working days, toggle the days of the week your schedule should cover.

Employment Type Weekly Hours

Under Employment type weekly hours, define the weekly hours for:

  • Full-time
  • Part-time
  • Casual

These values are used during schedule generation and weekly-hours conflict checks.

Support Staff Assignment

Use Support Staff assignment to control how support staff are distributed:

  • Even: Rotates support staff across different physicians for variety
  • Variable: Prioritizes covering difficult slots over rotation fairness

Click Save when you are done.

Use the Shift Categories tab to manage the categories that can be assigned to shifts.

Examples include:

  • Regular
  • On-Call
  • Code Team
  • Agency staff

Each category includes a color dot.

To edit a category:

  1. Click the pencil beside the category
  2. Update the color, name, and optional description
  3. Save your changes

Click Add a new Shift category to create a new category.

Use Reset to defaults to restore the original category list.

Use the Custom Labels tab to rename built-in terms throughout the app.

You can rename:

  • Physician
  • Support Staff
  • Room
  • Shift

For example, you may want to rename:

  • Physician to Provider, Clinical, Surgeons
  • Room to Suite, Truck

A live preview shows sample sentences using your chosen labels.

Click Save to apply your changes.

Use the CSV Import tab to populate a schedule from a spreadsheet.

To import a schedule:

  1. Click Download Template
  2. Fill in the standard CSV template or copy the column headers to a spreadsheet you already have. If the headers are not the provided ones, the system cannot map your fields.
  3. Click Choose CSV file
  4. Upload the completed CSV

Schedule exports are handled separately from the main calendar toolbar.

What’s Next?