Creating and Publishing Schedules
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Creating a schedule in Tangier is a four-step process:
1. ADD a new schedule period on the Schedule page.
2. REVIEW providers’ off and shift requests on the Requests page. (See help topic.)
3. ASSIGN providers to shifts. (See help topic.)
4. PUBLISH the schedule to make it viewable for providers in their Tangier personal calendars.
Period Status is the indicator of where the scheduler is in the scheduling process. It is displayed next to the month and year in the middle of the screen above the calendar.
The four statuses and which part of the scheduling process each is associated with are:
Period Not Defined – The active period (i.e., date range) has not been created for the schedule. Step 1: Adding a new period will update this status to In Process. (NOTE: While changes, such as assigning providers, can be made to an undefined period, the status will need to be changed to In Process before the schedule can be published. Any shift assignments made to an undefined period will be retained when the status is updated from Period Not Defined to In Process.
In Process – The schedule is being worked on – Steps 2 and 3: Review requests; assign providers – but is not viewable by providers. Only users with administrative access to the schedule can see this version of the schedule.
Published – Step 4: Publish the schedule makes the schedule viewable for all users, and the off and shift requests are finalized (set to approved or denied). Providers and administrative contacts are automatically notified via email when the schedule is published.
Revised – Normally used when changes have been made to a published schedule, such as shift time changes, and the scheduler wants to notify providers via email that the schedule has been revised.
Using the Period Menu
The Period menu found on the tool bar directly above the month and year allows you to quickly add, publish and update schedule periods.
Add New Period
When Add New Period is selected, the period definition box will display. The date range of the new period defaults to how the location’s scheduling period was defined in Tangier during the implementation process (e.g., 1 month, 3 months, 4 weeks, etc.). This default date range can be adjusted when adding the period. The cut-off date for off and shift requests also can be changed.
Selecting Publish Period in the Period menu automatically publishes the period, finalizes schedule requests, and sends the notification email without any other steps being necessary.
The period also can be published using Update Period. This allows you to add a comment to the notification email or choose not to send the notification.
Update Period (Change Status)
Update Period allows you to change the Period Status, including “unpublishing” a schedule by putting it back to In Process from either Published or Revised. Update Period only displays in the menu for defined schedule periods. If the status is Period Not Defined, Update will not be an option in the menu.
A schedule also can be “locked” using Update Period. When a schedule is locked, no changes to the schedule can be made. This feature can be useful if a site has more than one scheduler. A warning message appears that the schedule is locked should a different user try to make changes. (NOTE: This does not prevent a user with a similar access type from unlocking the schedule and then making changes).