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Where to find it: Go to Check-In > Shift Management. Requires the Scheduling Shifts Write permission.
The Shift Management page is the primary graphical view for planning provider availability. While you can also manage shifts and blocks directly from the main calendar, this page is designed for weekly planning across all providers and locations in a single view. Use it to plan who’s working when, spot and fix scheduling conflicts, and clear shifts for holidays.
  • Left and right arrows — Move backward or forward one week.
  • Calendar icon — Jump directly to any date. The page shows the full week containing that date.
  • A small repeat icon on any shift or block means it’s part of a recurring series.

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Filter the Calendar

Use the controls at the top of the page to customize what you see:
FilterWhat it does
Show AI AssistantsTurn on to include AI assistant schedules alongside provider schedules.
LocationFilter by one or more clinic locations. Each location appears as its own section in the calendar.
Providers / StaffSelect which providers appear in the calendar rows.
Include blocks-only providersTurn on to show providers who have blocks scheduled (like lunch or time off) but no shifts for the week. Useful for seeing who’s unavailable even if they’re not working.
If the Clock-In module is enabled, the Shift Management page shows a staff selector instead of the standard provider selector. This lets you manage shifts for non-provider staff as well.

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Read the Calendar

The calendar is organized by location, providing a clear graphical view of provider availability:
  • Shift bars (Blue) — Show when the provider is available to see patients. These are the working hours.
  • Block bars (Gray) — Show when the provider is unavailable (lunch, meetings, training, or personal time).
  • Repeat icon — Indicates the shift or block is part of a recurring schedule.
Click any shift bar to see a tooltip with Edit and Duplicate buttons. Edit opens the shift for changes. Duplicate creates a new shift pre-filled with the same settings — useful for quickly adding similar time slots. Click any block bar to open it directly for editing. You can also click on empty space in any provider’s row to add a shift or block at that time slot directly.

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Create a Shift or Block

The Shift Management page is the intended place for creating and managing provider time. Click the Add button in the top-right corner to open the creation menu:
  • Create new Shift — Define when a provider is available for appointments. Set the provider, location, date, start/end times, capacity, and optional recurrence.
  • Create new Block — Define when a provider is unavailable. Set the title, provider, date, start/end times, and optional recurrence.
Pro Tip: Use shifts to define “When can I see patients?” and blocks for “When am I at the clinic but unavailable?”. Patients can only self-schedule during shift hours that are not covered by a block.
Utilization: Plan shifts at least a week ahead so the dashboard can show accurate provider utilization numbers.

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Resolve Shift Conflicts

One of the main advantages of managing shifts here is the conflict detection. When a provider has overlapping shifts on the same day — for example, two shifts at different locations at the same time — a red Conflicting shifts detected alert appears at the top. Click the alert to see:
  • Which providers have conflicts.
  • The specific dates and times where shifts overlap.
  • The locations involved.
To fix a conflict, click on one of the overlapping shift bars and either edit its time or delete it.

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Delete Holiday Shifts

When a holiday is coming up, you can clear shifts for that day in bulk instead of deleting them one by one.
1

Open the Holiday Deletion Window

Click Delete Holiday Shifts in the top-right toolbar.
2

Select a Date

Choose from a list of upcoming U.S. federal holidays (past holidays are hidden). If your closure date isn’t a federal holiday, expand Or Select Custom Date to pick any future date.
3

Review Providers

The system loads all providers who have shifts on the selected date. Each provider card shows their name, shift times, location, and how many appointments they have that day. Providers without appointments are automatically selected for deletion.
4

Select or Deselect Providers

Check or uncheck providers to control whose shifts are deleted. Use Select All or Deselect All for quick changes. Pay attention to the appointment count — if a provider has appointments on that day, you may need to reschedule those before deleting the shift.
5

Confirm Deletion

Review the warning showing how many shifts will be deleted, then click Delete. This action cannot be undone.
Before deleting holiday shifts, check whether any affected providers have appointments that day. The window shows an appointment count for each provider — if someone has appointments, reschedule or cancel those appointments first, then delete the shift.

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Tips for Shift Planning

Create a recurring block for each provider’s lunch break (e.g., 12:00-1:00 PM, Monday through Friday). This prevents patients from booking appointments during that time, whether they’re booking online or being scheduled by staff.
If a provider works the same schedule every week, create a recurring shift instead of adding individual shifts for each day. Click the recurrence option when creating a shift and set it to repeat weekly. You can always edit or delete individual occurrences later.
After adding or editing shifts, look for the red conflict alert at the top of the calendar. It’s easy to accidentally create overlapping shifts, especially when copying schedules or adjusting times.
Don’t wait until the day before a holiday to clear shifts. Use the Delete Holiday Shifts feature a week or two ahead so patients aren’t booking into slots that will be cancelled.