Use case

Shifts can be created and scheduled for staff to designate staff availability or unavailability. Staff shift types can be created and customized as needed. Using shifts is recommended for better scheduling of appointments.

Set-up

Shift functionality comes as a standard feature in Provet Cloud. The following settings affect shift scheduling and should be reviewed prior to creating shifts.

Shift Types

Shift types define the nature of the shift being scheduled, and whether this staff shift is available for online booking appointments or if the shift will be an all-day event. Shift type settings can be accessed through Settings > Department > Shift Types. Use the “Add” button to add additional shift types, or the pen icon to edit any existing shifts.

Wards

Before any staff shifts can be scheduled to specific wards (sub-departments), wards will need to be defined within settings. Please reference the full Scheduling Shifts instructional guide to learn how to set-up wards within your settings. Wards are designed for larger clinics and using them is optional.

Teams

Similarly, before any shifts can be scheduled including a staff team, teams will need to be defined within settings. Please reference the full Scheduling Shifts instructional guide to learn how to set-up teams within your settings. Teams are also designed for larger clinics and using them is optional.

Instructions

Creating Staff Shifts

To create staff shifts, first access the appointment calendar. Next, select the “Shifts” tab. An example screen is shown below.

Once within the shifts’ tab, first select the user you wish to schedule a shift for. The user field is indicated in red below. If you would like to schedule a shift for a user within a specific ward, you will want to select the ward next. Once a ward has been selected, a team can also be assigned if needed. Next, select the shift type.

Finally, define and select the time duration for which you would like to schedule the shift. Additional, shift specific selections are available such as whether the shift is available for online booking. A screen example is shown below.

To create the shift, click anywhere within the desired day’s column. If any scheduled shifts conflict, a warning will prompt notifying you prior to allowing the shift to be scheduled.

Editing Staff Shifts

You can freely edit and update scheduled staff shifts by clicking on the desired shift. This will prompt the shift edit screen as shown below. Adjust any informational fields as desired, then select "Save" confirm new information

For more information on editing shifts, please reference the full scheduling shifts instructional guide.

Copying Staff Shifts

You can easily copy shifts to multiple days or weeks using the blue “Copy shifts” button indicated in red below.

For complete instruction on copying shifts, please reference the full scheduling shifts instructional guide.

Deleting Staff Shifts

You can quickly and easily delete multiple shifts using the red “Delete shifts” button located to the right of the copy shifts button demonstrated above. A screen example of the delete shifts card is shown below.

For additional information on deleting shifts, please reference the full scheduling shifts instructional guide.

What are the main options to customise the process?

There are several department settings which you can use to customise your calendar view when scheduling and managing shifts in addition to the settings mentioned above.

Settings > Department > Calendar & Scheduling

• You can use settings such as “weekends” to include or exclude weekend days in the calendar view.
• Additionally, you can define which day displays as the first day of the week.
• The appointment calendar view can be further customised by using the setting “calendar slot sizes” to determine the time duration of each calendar slot, which can be as short as 5 minutes and as long as 60 minutes.
• Furthermore, the settings “first hour of the day” and “last of the day” can limit which hours of the day display as default to limit the calendar view to business hours.
• You can also select to show shift times and types on the general appointment calendar.