Scheduling

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Overview

Stenoa’s Sync platform enables powerful Schedule configuration, automated generation, and management capabilities. Schedules can also be linked to Flows for automated care coordination and activation sequences.

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Creating a new schedule

Only admins can create a Schedule belonging to the nodes for which they are an admin, or that they remain hierarchically superior to. To create a new Schedule:

1. Go to Workspace settings > Organization > Scheduling.
2. Click the desired Service, Division, or Department that the Schedule will belong to.
3. Click on Create schedule in the upper right corner.
4. Select whether you wish to allow Schedule or Coverage gaps.
5. Define the Schedule periods.
6. Click Create.

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Managing an existing schedule

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General settings

The following general Schedule settings can be managed here:

• Schedule gaps: If enabled, gaps in schedule periods will be allowed. Coverage will not need to span a 24-hour schedule.
• Coverage gaps: If enabled, gaps in coverage will be allowed. Users will be able to set themselves off-call without a call transfer being approved.
• Leave requests approval: If enabled, leave requests will first need to be approved by a Schedule admin before being registered.
• Shift marketplace: If enabled, users can publish their shifts to a shift marketplace, which can be claimed by another user. If transfer requests approval is disabled, a schedule admin will need to accept the call transfer before it is considered fully executed.
• Schedule periods: Define the start and end times of a schedule period. Multiple schedule periods can be defined for a given schedule.
  • If schedule gaps are allowed, schedule periods will not need to add up to 24 hours.
  • Coverage gaps can be enabled by shift.
  • A minimum number of users required to provide coverage by shift can also be defined.

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Affiliated flows

This section allows you to view all Flows with which your Schedule is affiliated. To modify an affiliation, select a Flow and configure its escalation policy.

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Schedule generation

To automatically generate a call schedule:

1. Ensure your Schedule’s general settings have been properly configured.
2. Scroll down to Schedule Generation.
3. Click Add call cycle.
4. Select the Schedule period you want this call cycle to correspond to.
5. Configure the following parameters:
   • Cycle duration: Defines the duration of a given call cycle (daily, weekly, or bi-weekly).
   • Start day: Defines which day of the week the call cycle will begin.
   • Minimum days between calls: Defines the minimum number of off-call days required between calls, if desired.
   • Concurrent call: If enabled, a user scheduled for a call shift on another Schedule can concurrently take call on this Schedule.
   • Consecutive weekends: If enabled, users can be set on-call on two consecutive weekends.
   • Custom settings: Night shift breaks, rest days, and other custom Schedule generation requests can be configured by contacting Support.
6. Click Schedule generator in the upper right corner.
7. Click Generate in the upper right corner, and define the period for which you wish to generate a schedule.
8. Review the generated schedule and manually make any desired changes.
9. Click Publish in the upper right corner to finalize the Schedule.

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Schedule admins

Schedule admins can view and modify coverage settings and assigned schedules. Admins can also optionally be notified of weekly and daily coverage gaps. To add an admin:

1. Go to Workspace settings > Organization > Scheduling.
2. Click on the desired Schedule.
3. Scroll to Schedule admins.
4. Click Add administrator.
5. Search and select the desired user(s).
6. Click Confirm.
7. The new Schedule admin will receive an email notification confirming that they have been added as a Schedule admin to this Schedule.

To remove a Schedule admin:

1. Click on the three dots besides the Schedule admin’s name.
2. Click Remove.

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Deleting a schedule

To delete a Schedule:

1. Click on the desired Schedule.
2. Scroll to the bottom of your Schedule’s settings, and click Delete.
3. Click Delete to confirm.

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Leave management

Schedule admins can view and manage leave requests and history in leave management. Leave history can be filtered and searched by any field. If a Schedule’s settings requires leaves to be approved, the Schedule admin will receive an email notification anytime a leave has been requested by a user on their Schedule. To accept or reject a leave:

1. Go to Scheduling > Leave management.
2. Click on the desired leave request.
3. Review the leave details and click Accept or Reject.

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Scheduling analytics

Analytics can be generated for any Schedule to view coverage gaps, shift distribution equity, and approved leaves. Only Schedule admins can view scheduling analytics. To access Scheduling analytics:

1. Go to Scheduling > Scheduling analytics.
2. Click on the desired Schedule and Role.
3. Toggle by Month for comparative analysis.