Docs

How Schedultary Decides

What the scheduler does when nobody changes a setting, why it does that, and where an admin changes it.

Shift Workplaces

Teams that schedule shifts by day or week: shops, clinics, crews and front desks.

Admin Changes That Break a Rule
Default
Warn. The change saves and the broken rule shows as a warning.
Why
Managers know context that rules cannot see, such as a trade agreed in person. Choose Refuse when a rule must never bend. Legal limits for minors, overlapping shifts and closed days are always refused.
Setting
Warn or Refuse.
Where
Settings > Rules.
Repeatable Builds
Default
The same inputs give the same schedule.
Why
You can build again and compare the results. A large team sees an estimate before the build starts.
Setting
Nothing to set.
Where
Schedule > Build.
Time-of-Day Shortfalls
Default
An hour with fewer people than it needs is a Must Fix before you publish.
Why
A short hour can be fine for one day. The reason stays on record for the next manager. An open shift lets a teammate pick it up.
Setting
Accept it with a reason, or post it as an open shift.
Where
The publish checklist, when Staffing by Time is on under Settings > Features.
Only-With Notes in Swaps
Default
A swap is allowed when the partner in the note works an overlapping shift.
Why
The note asks for two people to work together. Any overlap keeps that true, so the swap does not need the exact same shift.
Setting
Coworker notes on each person.
Where
Team, on the person's profile.
Coworker Notes Stay Private
Default
Only admins see coworker notes.
Why
A blocked swap tells the team that a note blocks it, but it names nobody. Admins see the detail when they review the swap.
Setting
Nothing to set.
Where
Team, on the person's profile.
Weekly Limits for Minors
Default
Each day uses the person's age on that day.
Why
A birthday can fall in the middle of a week. The limits change on that day, not at the start of the week.
Setting
Hour and day limits for each age group.
Where
Settings > Compliance, when Minor labor rules are on under Settings > Features.
Edits to a Published Schedule
Default
An edit to a published schedule needs a reason.
Why
People already plan around a published schedule. The reason is saved with the change, so the team can see why it moved.
Setting
Nothing to set.
Where
Schedule, on a published period.

Rotation Programs

Programs that schedule people through rotations in blocks: residencies, fellowships, apprenticeships and field training. Each program can use its own words, shown here as person, level, rotation and block.

One Time Limit for Every Step
Default
Every step of Generate shares one time limit. When time runs out, the best block schedule found so far is saved.
Why
You always get a draft in a known time, and no step can use up the time of the others.
Setting
Nothing to set.
Where
Overview > Generate.
Repeatable Results
Default
The same inputs give the same draft.
Why
A change in the draft then comes only from a change in your inputs.
Setting
Nothing to set.
Where
Overview > Generate.
Numbered Rotations in Order
Default
Must Follow. Step II of a numbered series comes after step I.
Why
Numbered rotations build on each other. Prefer lets the scheduler break the order to fix another rule. Off ignores the numbers. Repair Draft fixes a step out of order by swapping two of the person's own blocks first, then by putting the missing step in an earlier block, and only when no other Must Fix item appears.
Setting
Must Follow, Prefer or Off.
Where
Rules > Timing & Caps > Order and Season.
Part Blocks
Default
A part block counts by weeks against the standard block. Two weeks of a four-week block counts as half.
Why
Credit stays fair when a block is split between two rotations.
Setting
Nothing to set.
Where
Rules > Requirements.
At-Least Totals
Default
A total marked At Least is a floor. More is never a problem.
Why
Some rotations have a minimum but no maximum. An exact total also stops extra blocks.
Setting
Exactly or At Least on each total.
Where
Rules > Requirements.
Shown Only People
Default
A Shown Only person appears on the schedule for reference. Generate skips them, and they take no call and count toward no target or fairness number.
Why
Visitors and outside staff can appear on the schedule without changing anyone else's numbers.
Setting
Shown Only on each person.
Where
People, on the person's profile.
Imported Call Tallies
Default
An imported tally counts for a past year that has no published call. Once that year has published call, the published call counts instead.
Why
Fairness looks across years, so years from before Schedultary still count.
Setting
Call counts on each person's records.
Where
People, on the person's records.
Repeating the Same Major Holiday
Default
Set when you choose a template.
Why
Nobody wants the same major holiday every year. Must Avoid leaves the seat open before it repeats someone.
Setting
Allowed, Prefer to Avoid or Must Avoid.
Where
Rules > Call & Holidays.
Programs Without Call
Default
A program that takes no call hides call screens and call checks.
Why
Screens and Must Fix items stay about the work your program does.
Setting
This Program Takes No Call.
Where
Rules > Call & Holidays.
Medical-Only Features
Default
Work hour logs and ACGME checks appear only in medical programs.
Why
Duty hour rules belong to medical training. Other programs do not see them.
Setting
The template you start from.
Where
Schedule Setup, when you create the program.
Program Wording
Default
Residency words: Resident, Class, Rotation, Block and Call.
Why
An apprenticeship can say Apprentice, Year and Job Site. Every screen and message then uses those words.
Setting
Your own words for each of these.
Where
Rules > Program Setup.

A Must Fix item names the rule a schedule breaks and how to fix it. Questions go to Support.

Shift Workplaces

Admin Changes That Break a Rule

Repeatable Builds

Time-of-Day Shortfalls

Only-With Notes in Swaps

Coworker Notes Stay Private

Weekly Limits for Minors

Edits to a Published Schedule

Rotation Programs

One Time Limit for Every Step

Repeatable Results

Numbered Rotations in Order

Part Blocks

At-Least Totals

Shown Only People

Imported Call Tallies

Repeating the Same Major Holiday

Programs Without Call

Medical-Only Features

Program Wording