​

Shift Management Page - User Actions Guide

File Path: console/src/app/[tenant]/(console)/check-in/shift-management/page.tsx Route: /[tenant]/check-in/shift-management

---

​

Overview

The Shift Management page allows practice administrators to manage provider schedules, work shifts, time blocks, and holidays. It displays a weekly view of all providers’ availability with tools for creating and editing shifts.

---

​

Available Actions

​

1. Navigate to Previous Week

Purpose: View provider shifts for the previous week. Step-by-Step Instructions:

1. Locate the week navigation controls
   • Centered in the header area
   • Shows current week date range (e.g., “Jan 6 - Jan 10”)
   • Arrow buttons on either side of the date
2. Click the left arrow button (◀)
   • Small square button with left-pointing arrow
   • Located to the left of the date range
3. View previous week
   • Calendar shifts to show the previous week
   • Date range updates to reflect new week
   • Provider shifts for that week are displayed

---

​

2. Navigate to Next Week

Purpose: View provider shifts for the upcoming week. Step-by-Step Instructions:

1. Locate the week navigation controls
   • Same area as previous week navigation
2. Click the right arrow button (▶)
   • Small square button with right-pointing arrow
   • Located to the right of the date range
3. View next week
   • Calendar shifts to show the next week
   • Date range updates accordingly
   • Future shifts are displayed

---

​

3. Jump to a Specific Date

Purpose: Quickly navigate to a particular week by selecting a date. Step-by-Step Instructions:

1. Locate the date picker
   • “Jump to Date” button or calendar icon
   • Usually near the navigation controls
2. Click to open date picker
   • Calendar popup appears
   • Shows current month by default
3. Navigate to desired month
   • Use arrows to go to previous/next months
   • Or click month/year to select directly
4. Select the target date
   • Click on any date
   • The week containing that date will be displayed
   • Calendar updates immediately

---

​

4. Filter by Location

Purpose: Show only providers who work at specific locations. Step-by-Step Instructions:

1. Locate the Location filter
   • In the header area (desktop)
   • Or in the settings popover (mobile)
2. Click the Location dropdown
   • List of all practice locations appears
   • May show “All Locations” option
3. Select location(s)
   • Click to select a location
   • Multiple selections may be supported
   • Selected locations are highlighted
4. View filtered results
   • Calendar updates to show only providers at selected locations
   • Other providers are hidden from view
5. Clear location filter
   • Select “All Locations” or click “Clear”
   • All providers become visible again

---

​

5. Filter by Provider

Purpose: Show only specific providers’ shifts. Step-by-Step Instructions:

1. Locate the Provider filter
   • Dropdown in header area
   • May be labeled “Provider” or “Staff”
2. Click to open provider list
   • All providers listed with checkboxes
   • Current selections are shown
3. Select/deselect providers
   • Check providers you want to see
   • Uncheck providers to hide
   • Use “Select All” / “Clear All” for bulk actions
4. View filtered calendar
   • Only selected providers’ rows are shown
   • Others are hidden from view

---

​

6. Toggle Show AI Assistants

Purpose: Include or exclude AI assistants from the shift calendar. Step-by-Step Instructions:

1. Locate the AI Assistants toggle
   • Switch labeled “Show AI Assistants”
   • In the header (desktop) or popover (mobile)
2. Toggle the switch ON
   • Click or tap the switch
   • AI assistants appear in the calendar
   • Shows their scheduled availability times
3. Toggle the switch OFF
   • Click or tap the switch again
   • AI assistants are hidden from view
   • Only human providers shown

---

​

7. Toggle Include Blocks-Only Providers

Purpose: Show providers who have time blocks but no regular shifts scheduled. Step-by-Step Instructions:

1. Locate the toggle switch
   • Below the week navigation
   • Labeled “Include blocks-only providers”
   • Has info icon (ℹ️) with tooltip
2. Read the tooltip (optional)
   • Hover over the info icon
   • Explains: “Show providers who have blocks scheduled but no shifts”
3. Toggle ON to include
   • Click the switch
   • Providers with only blocks appear in calendar
   • They may show blocked times without shift backgrounds
4. Toggle OFF to exclude
   • Click the switch again
   • Only providers with actual shifts are shown

---

​

8. Add a New Shift

Purpose: Create a new work shift for a provider. Step-by-Step Instructions:

1. Locate the Add button
   • Button labeled “Add” with plus icon (+)
   • In the header area
2. Click the Add dropdown
   • Menu appears with options:
     • Add Shift
     • Add Block
     • Add Holiday
     • Add Recurring Shift
3. Select “Add Shift”
   • Shift creation form/modal opens
4. Fill in shift details: Provider:
   • Select the provider from dropdown
   • Required field
   Date:
   • Select the date for the shift
   • Or date range for multi-day shifts
   Start Time:
   • Select or type the shift start time
   • 12-hour or 24-hour format based on settings
   End Time:
   • Select or type the shift end time
   • Must be after start time
   Location:
   • Select where the shift takes place
   • Required for in-person shifts
   Recurrence (optional):
   • Check “Make recurring” if this is a regular shift
   • Select frequency: Daily, Weekly, Bi-weekly, Monthly
   • Set end date or number of occurrences
5. Save the shift
   • Click “Save” or “Create Shift”
   • Shift appears on calendar
   • Confirmation message shown

---

​

9. Add a Time Block

Purpose: Block out time when a provider is unavailable for appointments. Step-by-Step Instructions:

1. Click the Add dropdown
   • Same dropdown as adding shifts
2. Select “Add Block”
   • Block creation form opens
3. Fill in block details: Provider:
   • Select which provider is blocked
   Date/Time Range:
   • Select date(s)
   • Set start and end times
   Block Type/Reason:
   • Select from options like:
     • Lunch Break
     • Meeting
     • Personal Time
     • Administrative
     • Custom reason
   Recurrence:
   • Make recurring if this is regular (e.g., daily lunch)
4. Save the block
   • Click “Save”
   • Block appears on calendar with distinctive styling
   • Appointments cannot be booked during this time

---

​

10. Add a Holiday

Purpose: Mark a day as a holiday when the practice is closed. Step-by-Step Instructions:

1. Click the Add dropdown
   • In the header area
2. Select “Add Holiday”
   • Holiday creation form opens
3. Fill in holiday details: Holiday Name:
   • Enter name (e.g., “Christmas Day”)
   Date:
   • Select the holiday date
   Locations Affected:
   • Select which locations are closed
   • Can select all or specific locations
   Providers Affected:
   • Usually all providers at those locations
   • May be able to specify exceptions
4. Save the holiday
   • Click “Save”
   • Holiday appears across all affected providers
   • Typically shown with special holiday styling

---

​

11. Delete Holiday(s)

Purpose: Remove previously added holidays. Step-by-Step Instructions:

1. Locate the Holiday Deletion button
   • In the header area
   • May show as trash icon or “Manage Holidays”
2. Click to open holiday management
   • Modal/dialog opens
   • Lists all holidays
3. Select holiday to delete
   • Find the holiday in the list
   • Click the delete icon next to it
4. Confirm deletion
   • Confirmation prompt appears
   • Click “Delete” to confirm
   • Holiday is removed from calendar

---

​

12. Edit an Existing Shift

Purpose: Modify an existing shift’s time, date, or other details. Step-by-Step Instructions:

1. Locate the shift on the calendar
   • Find the provider’s row
   • Find the shift block for the relevant day
2. Click on the shift
   • Shift becomes selected
   • Edit options appear (popup, modal, or sidebar)
3. Modify shift details
   • Change start/end times
   • Change location
   • Modify recurrence settings
4. Save changes
   • Click “Save” or “Update”
   • Changes apply to the shift
5. Handle recurring shift edits
   • If editing a recurring shift, you may be asked:
     • Edit this occurrence only
     • Edit this and all future occurrences
     • Edit all occurrences
   • Select your preference

---

​

13. Delete a Shift

Purpose: Remove a shift from the calendar. Step-by-Step Instructions:

1. Click on the shift to edit
   • Opens shift details
2. Locate delete option
   • Delete button or trash icon
   • May be in menu or at bottom of form
3. Click delete
   • Confirmation dialog appears
4. Confirm deletion
   • For recurring shifts, choose:
     • Delete this occurrence only
     • Delete this and all future
     • Delete all occurrences
   • Click “Delete” to confirm
5. View updated calendar
   • Shift is removed
   • Time slot becomes available

---

​

14. View Recurring Shift Indicator

Purpose: Identify which shifts are part of a recurring schedule. Step-by-Step Instructions:

1. Look for the repeat icon (🔄)
   • Shifts that are recurring show a repeat icon
   • Icon appears on the shift block
2. Understand the indicator
   • Repeat icon means this shift repeats
   • Editing may affect multiple occurrences
   • Legend at bottom explains: ”🔄 indicates a recurring shift”

---

​

15. Access Mobile Filter Menu

Purpose: Open filter options on mobile devices. Step-by-Step Instructions:

1. Locate the settings button
   • Gear icon or three dots menu
   • In the header area on mobile
2. Tap to open popover
   • Settings popover opens
3. Available options:
   • Show AI Assistants toggle
   • Location Select
   • Provider Select
   • Holiday management
4. Make selections
   • Toggle and select as needed
   • Changes apply immediately
5. Close popover
   • Tap outside the popover
   • Or tap a close button if present

---

​

Calendar Layout

​

Desktop View

• Full week displayed horizontally
• Providers listed vertically
• Each day shows shift blocks in provider’s row
• Colors distinguish different providers/shift types

​

Mobile View

• Condensed week view
• Scrollable horizontally
• Filters accessible via popover
• Touch-optimized interactions

---

​

Visual Indicators

---

​

Weekend Display

• Weekends shown based on user preference
• Setting: “Show weekends on calendar” in profile
• When disabled, only Mon-Fri displayed
• When enabled, Sat-Sun included in week view

---

​

Permissions

Different users may have different capabilities:

---

​

Troubleshooting