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Scheduler Dashboard Overview

The Scheduler Dashboard gives a clear view of all shift-related activities for the selected week. Users can add, edit, or filter shifts directly from this interface, making staff management more seamless and transparent.

Key Features

1. Weekly Calendar View

  • Displays shifts for each day of the week.
  • Use the left (‹) and right (›) arrows to navigate between weeks.
  • Each day cell includes a “+” icon for quickly adding new shifts.

2. Open Shifts Section

  • Lists all unassigned or open shifts for the week.
  • Helps identify available opportunities that need staff assignment.

3. Add New Shifts

  • Click the “+ Add New” button on the top right to create a new shift.
  • You can define shift details such as date, time, role, and assigned staff.

4. Filter Options

  • Click the Filters button to refine your view by:
  • Facility
  • Staff Type
  • Shift type
  • Requirement Type
  • Use Clear Filters to reset and display all shifts again.

5. Date Range Selector

  • Change the visible date range (e.g., 7 Days, 14 Days) from the dropdown menu.
  • Useful for viewing extended schedules or focusing on shorter time frames.

6. Top Bar Summary

  • Displays a greeting (e.g., “Good Morning, Facility Member”)
  • Shows the count of approved shifts for the week.
  • Provides quick insight into scheduling progress.

Scheduler Dashboard Overview (Detailed)

Greeting & Summary: Shows a personalized welcome and indicates the total number of approved shifts for the week, giving you a quick glance at your upcoming commitments.

Date Navigation

  • Date Range Display: Shows the current schedule window (e.g., 08-31-2025 – 09-06-2025).
  • Navigation Arrows: Use the left (‹) and right (›) arrows to move between weeks.
  • Quick Date Selection: Click the date range (or a calendar icon, if available) to jump to a specific week.

View Mode Selector

Timeframe Dropdown: Switch between view options—1 Day, 7 Days (default), or Month—to adapt the schedule display to your planning needs.

Filters & Actions

  • Filters (X): Click to open filtering options (e.g., by staff, shift type, role).
  • Clear Filters: Instantly reset all applied filters.
  • Add New: Click this button to create and assign a new shift on the schedule.

Weekly Schedule View

A grid layout of shifts organized by day and staff:

  • Columns: Days of the week.
  • Open Shifts: Highlighted entries at the top of each column, indicating available shift slots (e.g., 6:30 AM – 3:00 PM (CNA))
  • Assigned Shifts: Listed under each staff member’s row, with time and role details.
  • Shift Counters: Notations like “2/12” or “0/2” display filled vs. total slots.

Interactive Scheduling Controls

  • Shift Blocks: Click any shift to view or edit details.
  • + Icon: Quickly add a new shift for a specific day.

This dashboard simplifies staffing workflows by offering:

  • Immediate glanceability of weekly schedules and shift coverage.
  • Flexible navigation with configurable view modes (day, week, month).
  • Quick adjustments using filters, direct shift creation, and interactive editing features.

In essence, the Scheduler serves as your command center for shift planning. It delivers real-time visibility into staffing, easy navigation across time periods, and powerful tools for filtering, adding, and modifying shifts- making workforce management efficient and intuitive.

Legend – Shift Status & Requirement Types

The Legend icon “?” in the Scheduler provides a quick visual guide to what the different colors represent in your schedule grid. Here’s how each color is used:

Requirement Types

  • Open Shifts (Yellow): These are unassigned shifts available for staff to claim. They indicate scheduling gaps waiting to be filled. 
  • Contract / Travel (Light Blue): Represents shifts that involve contractual assignments or travel-related work. (Context-specific—adjust wording if your organization uses specific terminology.
  • Per Job / Visit (Orange): Denotes shifts scheduled per specific job or visit requirement—useful for visit-based roles such as home care or contractor tasks.

Shift Status Indicators

  • In Progress Shifts (Turquoise): Shifts that are currently active or underway.
  • Approved Shifts (Cream): These shifts have been assigned and confirmed—you can expect them to proceed as scheduled.
  • Completed Shifts (Green): These shifts have been successfully finished.
  • Closed Shifts (Gray): These shifts are no longer available for editing—typically, they’ve been archived or removed.
  • Canceled Shifts (Red): Shifts that were planned but subsequently canceled or withdrawn.

Having a clear legend helps users quickly recognize shift statuses and scheduling patterns without guessing. It:

  • Clarifies Availability — you can easily spot which slots are still open and need assignment.
  • Highlights Progress — you’ll know which shifts are underway, confirmed, completed, or canceled at a glance.
  • Supports Quick Action — this visual cue system speeds up decision-making and schedule management.

The Legend provides at-a-glance clarity on shift types and their statuses—using color codes to distinguish open, active, approved, completed, closed, and canceled shifts—helping managers navigate the Scheduler dashboard efficiently and accurately.

Facility Management Overview

The Facility Management section in WorkOS allows administrators to view details of the Facility. It provides a clear and organized view of the facility’s essential details such as name, location, contact number, and operational status.

Key Features

1. Search Facility

  • Use the Search Facility bar at the top to quickly find a specific facility by name.
  • This helps locate records efficiently without scrolling through the full list.

2. Filters

  • Click the Filters button on the top-right corner to refine your facility list.
  • You can filter by multiple criteria (e.g., State, Active/Inactive status, or Created Date).
  • Use Clear All to remove applied filters or Reset All to revert to the default view.

3. Columns

  • The Columns option allows customization of the displayed table fields.
  • You can choose which columns (like State, Contact Number, or Created On) you want visible.

4. Facility List Vie

Each row represents one facility, displaying:

  • Facility Name: The registered name of the facility.
  • Created On: The date when the facility record was added to the system.
  • State: Indicates the facility’s geographical location.
  • Contact Number: Displays the facility’s primary contact.
  • Active/Inactive Toggle: Enables you to activate or deactivate a facility.
  • View Details: Click to open the facility’s detailed profile for review or editing.

5. Reset and Clear Options

  • Clear All: Removes all applied filters instantly.
  • Reset All: Restores the default list view and sorting preferences.

Internal Users Dashboard

The Internal Users section under the Staff module allows facility administrators to view and manage staff members directly associated with their facility (non-agency users). This feature helps maintain accurate staff information and streamline user access within the WorkOS platform.

Dashboard Overview

The Internal Users dashboard provides a quick view of all facility-associated users and their details.

Internal Users Dashboard Overview

The dashboard provides a detailed view of each staff member’s information and status.
 You can view and manage the following details:

  • Name – Displays the staff member’s full name.
  • Staff Type – Indicates the role or designation (for example, CNA, RN, LPN, etc.).
  • Staff ID – Unique identification number assigned to each staff member.
  • Staff Profile – Identifies whether the staff is internal.
  • Email – Shows the registered email address.
  • Created On – Displays the date when the user profile was created.
  • Contact Number – Shows the staff’s contact number if available.
  • City / State – Displays the staff’s location details.
  • Active / Inactive – Toggle to activate or deactivate a staff profile.
  • Status – Displays the approval status of the user (for example, Pending or Approved).
  • View Details – Opens a detailed profile view of the selected staff member.

Available Actions and Controls

  • Search Bar – Quickly search for internal users by name or email.
  • Filters – Use filters to narrow down results based on different criteria.
  • Columns – Choose which columns you want visible in your view.
  • + Add Staff – Click this button to add a new internal user to the system.
  • Clear All – Removes all applied filters at once.
  • Reset All – Restores the default dashboard view and layout.

Adding New Staff – Internal Users

There are two ways to add a new applicant to the system — Manual Flow or Upload & Parse Resume.

Manual Flow

Use this option to enter applicant details manually, step by step.

Steps to Add New Staff:

  1. Enter Basic Details:
  2. First Name* and Last Name*: 
  3. Email*: Provide a valid email address and login credentials for communication.
  4. Phone Number*: Enter the phone number with country code (default is +1 for U.S.).
  5. Staff Type*: Select the role (e.g., Nurse, Caregiver, CNA) from the dropdown list.
  6. Specialty: Choose the specific area of expertise from the dropdown (e.g., Pediatrics, Geriatrics).
  7. Address Information:
  8. Street: Enter the street address of the staff member.
  9. City and State: Enter and select the appropriate city and state.
  10. Zip Code: Provide the postal code for the area.
  11. Latitude and Longitude: These fields can be auto-filled using the CHECK or MAP buttons:
  12. CHECK: Validates the address entered and fetches coordinates.
  13. MAP: Opens a location picker to select the exact location.
  1. Skills and Tags: Add Skills and Tags as per Qualification.
  2. Notification Preferences: Select how the staff member would like to receive job-related communications:
  • SMS: Text messages
  • Email: Standard email alerts
  • In-application: Notifications within the mobile/web app

 You can select multiple options based on their availability and preferences.

  • About the Staff: Provide a short description or biography of the staff member. This can include:
    Personal Background
    Career motivations
    Notable achievements or passions
  • Contract Details: This section captures the essential terms of employment:
  • Upload Contract:
     Upload a signed contract in PDF format using the Upload button.
  • Rate/hr:
     Enter the hourly pay rate agreed upon with the staff member.
  • Signed On:
     Specify the date the contract was signed.
  • Salary Credit Day:
     Select the day of the month when the salary will be credited 
  • Staff Payment Mode:
     Choose how the staff prefers to receive payments 

Fields marked with an asterisk (*) are mandatory. Ensure that all required information is completed before saving.

  • Double-check email and phone number for accuracy.
  • Use a consistent format for staff IDs.
  • Validate the address using the map for accurate geo-tagging, especially if the staff works in multiple locations.

After filling out the Basic Details, continue to the next section to provide more insight into the staff member’s background and professional qualifications. This helps in evaluating the right placements and job matches.

After Adding Basic details, ensure that each staff member’s documentation, certifications, skills, and test results are properly recorded and up-to-date for compliance and assignment purposes. Add Supporting Documents and Qualifications.

1. Required Documents

This area allows you to upload and track key mandatory documents for staff members. Common documents include:

  • Medical and Vaccination Records:
  • Licenses and Legal Documents:
  • Employment Documents:

 To Add Documents:
Click on + ADD DOCUMENTS to upload or attach files as needed.

2. Required Certifications

This section tracks official certifications that validate staff qualifications (e.g., RN, CNA, ACLS).

 To Add Certifications:
 Click + ADD CERTIFICATES to input certifications required for the job

3. Required Skill Checklist

Document and verify the staff member’s professional skills based on their role and duties (e.g., catheter insertion, wound care, medication administration).

To Add Skills:
Use + ADD SKILLS to select relevant items from the list.

4. Required Competency Test

Register any competency tests completed or required for the position, such as:

  • Basic Nursing Skills Assessment
  • Medication Administration Test
  • Dementia Care Competency Test

 To Add a Test:
 Click + ADD COMPETENCY TEST.

All listed documents and tests help ensure the staff member is compliant with facility and state requirements.

  • Double-check that all necessary fields are filled before saving.

5. Other Required Documents

From here, you can add other required documents for the position, such as:

  • MedTech Certificate
  • Birth Certificate
  • W9 Form

 To Add a Document:
 Click + ADD Other Document.

  • All listed documents and tests help ensure the staff member is compliant with facility and state requirements.
  • Double-check that all necessary fields are filled before saving.

Next, add the staff NC Section and set up their work preferences and communication options.

NC Section is used to collect additional staff details that help with assignment planning, scheduling, and eligibility.

Basic NC Information:

  • DNR: 
    A free-text field, possibly used for “Do Not Return” or internal notes about restrictions.
  • Last Call Date: Add last call date.
  • Contact Type:
    A dropdown menu to specify the staff’s preferred method of contact (e.g., phone, email).
  • NC Last Updated:
    NC details were last modified.

Preferences:

  • Shift Type Preference: 
    A dropdown to select preferred shift times like Day, Night, or Weekend.
  • Location to Preference: 
    Allows entry of the specific area, facility, or city the staff prefers to work in.
  • More Important Preference:
    Add important considerations like flexibility, steady hours, or team collaboration.
  • Family Considerations: 
    Note any family or caregiving responsibilities that may affect availability.
  • COVID-19 Facility Preference:
    Indicates the staff member’s comfort level with COVID-related assignments.
  • Zone Assignment: 
    A field to define the geographic or operational zone assigned to the staff member.
  • Last Call Date: 
    Input field to record the most recent date the staff was contacted or offered work.
  • Vaccine:
    Dropdown to indicate the vaccine status or type (if applicable to the role or organization).

Employment Status:

  • Do you have a Full-time Job?
    Helps understand the current employment status.
  • Is this a Supplement to your Income
    Identifies whether this work is additional income or a primary job.
  • Are you studying?
    Reveals if the staff member is currently a student, which may impact shift flexibility.

Gusto Information:

  • Is Gusto Invited?
     Indicates whether the staff member has been invited to the Gusto payroll system.
  • Is Gusto Onboarded?
    Confirms if the staff member has completed onboarding in Gusto (i.e., tax forms, direct deposit setup, etc.).

      Vaccination Information:

  • Is Vaccinated?
    If Vaccinated, click on Is Vaccinated, add Vaccine Types, First Shot Date, Last Shot Date

Work Authorization (U.S.):

  • Require Sponsorship for Employment in the United States?
    Determines if the staff requires visa sponsorship to be legally employed.
  • Legally Authorized to Work in the United States?
    Validates if the staff is currently authorized to work in the U.S. without sponsorship.

Travel Preferences:
This helps determine how flexible the staff member is regarding travel for assignments:

  • Are You Willing to Travel?
     Select Yes or No based on the staff member’s willingness to travel for work.
  • Distance Preferences:
     Choose one or more preferred travel distances:
  • < 20 miles
  • 20–40 miles
  • 40–60 miles
  • > 60 miles

This ensures staff are only offered jobs within their preferred commuting range.

  • Other Information Gathered
     A large free-text field for entering any additional relevant details not captured in the form fields above.
  • + Add Education
     A clickable option to enter one or more educational qualifications (e.g., degree, school, graduation year). Likely opens a separate modal or form section.
  • + Add Work or Volunteer Experience
     Let the user input previous job roles, employers, duration, responsibilities, etc.
  • Important for assessing qualifications and matching with job requirements.
  • + Add Volunteer Experience
     Allows entry of unpaid or community-based work relevant to the applicant’s experience or values.
  • Useful especially for new graduates or part-time staff with limited paid experience.
  • + Add Reference
     Provides a space to add professional or personal references.
  • Typically includes name, relationship, contact details, and optionally, their recommendation.

Once complete, save the information to register the staff member in the system for job matching and scheduling.

Upload and Resume Parser

The Upload and Parse Resume option provides an alternative method to add a new applicant quickly. Instead of entering each field manually, users can upload the applicant’s resume to automatically extract and populate details into the form.

How It Works

When you click Parse Resume on the Add New Staff screen, a pop-up window titled Parse Resume for Applicant appears.

  1. Choose File
  2. Click the Choose File button or drag and drop the applicant’s resume into the upload area.
  3. Supported format: .pdf only (Maximum file size: 10MB).
  4. Upload and Parse
  5. Click the Upload & Parse button to extract data automatically from the uploaded resume.
  6. The system identifies and fills in key information such as
  7. Personal Information
  8. Education Details
  9. Work Experience
  10. Skills and Certifications
  11. Cancel
  12. Click Cancel to close the window without uploading the file.

This feature saves time by automatically populating applicant information, ensuring accuracy and efficiency during data entry.

Favorite Users Dashboard

The Favorite Users section in WorkOS allows facilities to mark specific staff members as their preferred professionals. This helps streamline the scheduling and hiring process for future shifts by quickly accessing trusted or high-performing staff.

How to Add Staff to Favorites

When a staff member is approved by a facility after applying for an open shift, the facility can choose to add that staff member to Favorites.
 To do this:

  • Go to the Approved Shifts list.
  • Locate the Approved Shift.
  • Click the star icon (⭐) next to the staff member’s name to mark them as a Favorite.
  • Once added, the staff will appear automatically under the Favorite Users tab.

Dashboard Overview

The Favorite Users Dashboard displays a list of all staff marked as favorites by the facility.


 It includes the following details:

  • Favorite: Indicates the staff marked as a favorite with a star icon.
  • Name: Displays the staff member’s full name.
  • Staff Type: Shows the role or designation (e.g., CNA, RN).
  • Staff ID: Displays the unique staff identification number.
  • Staff Profile: Indicates if the staff is internal or external.
  • Email: Displays the registered email address of the staff.
  • Created On: Date when the staff was added to favorites.
  • View Details: Allows viewing detailed staff information.

Filters and Export Option

To make navigation and data management easier:

  • Filter: Use filters to search favorite staff by name, staff type, or status.
  • Export: Click the Export CSV option to download the list of favorite users for record-keeping or reporting.

Save Settings

Any changes or updates (such as adding or removing favorites) are automatically saved and reflected on the dashboard.

Agency Users Dashboard

The Agency Users section provides a list of all staff members associated with the agency.
This section helps you manage external healthcare professionals working under agency partnerships, track their information, and mark your preferred agency staff as favorites.

Accessing the Agency Users Section

  • Navigate to the Staff menu on the left panel.
  • Select Agency Users.
  • The page will display a searchable list of all agency-affiliated staff.

Agency Users List Overview

Each record in the Agency Users list includes the following details:

  • Favorite: Displays a star icon (⭐) for marking preferred agency staff.
  • Staff Type: Displays the designation or role (e.g., CNA, RN, LPN).
  • Staff ID: The unique identification number assigned to each staff member.
  • Email: Shows the staff member’s registered email address.
  • Created On: Displays the date when the staff was added to the system.
  • View Details: Opens a detailed profile of the staff member.

Search and Filters

  • Use the Search bar at the top to quickly locate an agency staff member by name.
  • Click the Filters button to refine your search based on staff type, status, or other parameters.
  • Use Clear All to remove all applied filters and view the full list again.

Export Options

  • Click the CSV button to export the entire list of agency users in a CSV file format.
  • This allows you to maintain offline records or share reports when needed.

Marking Favorites

  • You can mark a staff member as a Favorite by clicking the star icon (⭐) beside their name.
  • Favorited users will also appear in the Favorite Users section for quicker access when scheduling shifts.

Facility WorkOS- Shift Management- Open Shifts Dashboard

The Open Shifts section displays available shifts that need to be assigned. The interface includes a search bar to find specific shifts, a filter button to refine search results, and an add new button to create new shifts. The table provides details such as Facility Name, Shift Date, Staff Type, Number of Staff Required, Shift Hours, Shift Type, Staff Filled, Status, Show Shift Rate, and View Details to see details of the shift. 

Shift Creation and Visibility

  • Shifts can be created either from the Facility (WorkOS) dashboard or from the Agency dashboard.
  • Any shift created from either of these dashboards will automatically appear in the Open Shifts Dashboard, ensuring all pending shifts are visible in one place for assignment and management.

Main Components:

  • Search Shift: A search bar at the top allows users to quickly locate a shift by typing in relevant keywords such as facility name, staff type, or shift date.
  • Filters: Located in the top-right, the “Filters” button allows users to narrow down the list by parameters like date, facility, staff type, or shift status.
  • Add New: Clicking “+ Add New” lets users create and assign a new shift to available staff.
  • Download: The Download option allows administrators to download the details of selected shifts.

It allows scheduling teams to prioritize urgent or underfilled shifts and ensure adequate coverage across all roles and times.

The three-dot icon located at the top right of the Open Shifts panel provides additional shift management actions. This menu gives admins and managers access to key functions related to shift handling.

Options in the Dropdown Menu:

  1. Add Staff
  2. Opens a dialog box or form allowing the user to assign staff to a selected shift manually.
  3. Useful when you want to directly fill a shift with a known, available team member.
  4. Cancel Shift
  5. Allows the admin to cancel a scheduled shift that is no longer needed.
  6. Once canceled, the shift status is updated, and it will be removed from the “Open” tab.
  7. Show Shift Rate on Mobile
  8. Enables or toggles visibility of the shift pay rate for staff using the mobile app.
  9. When enabled, staff can view the rate associated with the shift directly on their mobile devices, improving transparency and engagement.
  10. Bulk Upload
  11. The Bulk Upload option in the Open Shifts section allows you to add multiple shifts at once instead of entering them manually. This is especially useful when scheduling a large number of shifts for different facilities, dates, or staff types.

This enhances administrative flexibility and gives scheduling teams real-time tools to manage shifts more effectively. Be sure to use these options responsibly, especially when canceling shifts, as it affects staff scheduling and facility coverage.

Adding different type of Open Shifts

Add Per Diem Requirement

The Add Per Diem Requirement allows users to create and manage shift requirements for different facilities. This section enables users to define shift details, staff requirements, and shift rates.

Steps to add Requirements

Facility Selection

  • Dropdown at the top: Choose the facility where the shift is needed.

Shift Type Selection

  • Add Shift Requirement: For open, unfilled shifts.
  • Create Approved Shift: For pre-approved shifts.

Shift Details Section

  • Shift Category (select one)

Per Diem: For single-day or occasional shifts.

Per Job / Visit: Task-based requirements.

Contract / Travel: For longer-term staffing needs.

Title: 
    A short identifier for the shift.

Staff Type (Required): 
    Roles such as CNA, RN, etc.

Staff Specialty (Required):
    Choose the specialty area, like ICU, ER, etc.

Shift Timings and Type (Required):
     Select timing (e.g., 3 PM–11 PM) and shift type (AM, PM, NOC).

Requested By (Required): 
    Choose who is requesting this shift internally.

No of Staff (Required): 
    Enter the number of staff needed.

Date Mode (Required): Choose how the shift dates will be set:
Multiple Dates: Select individual days.
    Date Range: Specify a continuous date period.

Warning Zone: Visual indicator of urgency:
    Green: Low urgency
    Yellow: Moderate urgency
    Red: High urgency

Hazard Rate
    Enter any additional hazard pay for the shift if applicable.

Shift Type

  • Regular Shift: Standard rate applies.
  • Holiday Multiplier Rate: Applies a multiplier for holiday shifts (e.g., 1.5x).

Additional Rate Add-ons

Check and enter rates for applicable conditions:

  • PM: Evening shift differential.
  • NOC: Night shift differential.
  • Weekend: Extra rate for Saturday/Sunday shifts.
  • Rush Rate: Extra for urgent/fill-in shifts.

Each condition has an individual rate field to define custom bonuses.

Final Shift Rate

This automatically calculates or allows manual entry of the total rate for the shift, combining base and any selected add-ons.

Shift Posting Options

  1. Internal
  2. Shifts are posted only for your organization’s internal staff.
  3. Float
  4. Shifts are made available to a floating pool of staff who are not tied to one facility but can cover shifts across multiple locations.
  5. Agency
  6. Shifts are visible to external agency staff (contractors, per diem nurses, etc.) who are onboarded in your system.
  7. Vendor
  8. Shifts are pushed out to external vendor partners (other staffing agencies/vendors you collaborate with).

This final screen confirms and summarizes all the per diem shift details before saving. Here’s a quick guide to the fields and their purpose:

Add Another Shift

The Add Another Shift option allows users to create multiple shifts at once without submitting the form repeatedly. This helps in scheduling several shifts for different units, dates, or time slots in one go.

Add per Job/Visit Requirement

The Add Per Job/ Visit Requirement allows users to create and manage shift requirements for different facilities. This section enables users to define shift details, staff requirements, and shift rates.

Select Requirement Type

At the top of the screen:

  • Choose “Add Shift Requirement” (default selected).
  • Ensure the correct organization is selected from the dropdown.

Choose Shift Type

Under Shift Details, choose one of the following shift types:

  • Per Diem
  • Per Job / Visit (this should be selected for this process)
  • Contract / Travel

Fill in Shift Details

Complete the required fields:

  • Staff Type (e.g., RN, LPN, PT)
  • Staff Specialty (e.g., Wound Care, Pediatrics)
  • Visit Type (e.g., Evaluation, Follow-Up)
  • Visit Date – Select from the calendar
  • Visit Time – Choose the expected visit time
  • Visit Rate – Enter the payment rate for this visit

Patient Information

Fill out the following information:

  • First Name, Middle Name, Last Name
  • Gender
  • Date of Birth (DOB)
  • MRN (Medical Record Number)

Enter Patient Address

Provide full address details:

  • Street, Apt/Suite, City
  • State, Zip Code
  • Latitude and Longitude – can be auto-generated using the CHECK or MAP buttons

Add Patient Contact Information

  • Phone Number
  • Email Address (optional)
  • Gender Preferences – for staff assignment (e.g., Female Nurse)
  • Languages – Select any specific language requirements for communication.

Upload Supporting Documents

  • Click SELECT FILES to upload relevant documents (e.g., orders, prescriptions)
  • Supported formats: .pdf, .jpg, .jpeg, .png, .doc, .docx
  • A maximum of 3 files is allowed

After all required fields are completed, review your information and submit or save the requirement based on your workflow.

Shift Posting Options

  1. Internal
  2. Shifts are posted only for your organization’s internal staff.
  3. Float
  4. Shifts are made available to a floating pool of staff who are not tied to one facility but can cover shifts across multiple locations.
  5. Agency
  6. Shifts are visible to external agency staff (contractors, per diem nurses, etc.) who are onboarded in your system.
  7. Vendor
  8. Shifts are pushed out to external vendor partners (other staffing agencies/vendors you collaborate with).

This final screen confirms and summarizes all the per-job/Visit shift details before saving. Here’s a quick guide to the fields and their purpose:

Add Another Shift

The Add Another Shift option allows users to create multiple shifts at once without submitting the form repeatedly. This helps in scheduling several shifts for different units, dates, or time slots in one go.

Add per Contract/Travel Requirement

The Add Per Contract / Travel Requirement allows users to create and manage shift requirements for different facilities. This section enables users to define shift details, staff requirements, and shift rates.

Select Requirement Type

At the top of the screen:

  • Select “Add Shift Requirement.”
  • Ensure the correct organization is selected from the dropdown.

Choose Shift Type

Under Shift Details, select:

  • Contract / Travel (this must be selected for this workflow)

Fill in Opportunity Details

These fields define the position you’re hiring for:

  • Staff Type – Choose the category of staff (e.g., RN, PT, CNA)
  • Staff Specialty – Select a specific specialty if applicable (e.g., Wound Care, Geriatrics)
  • # of Positions – Enter how many professionals are needed for this contract

Fill in Job Details

Specify the job structure with the following fields:

  • Job Type – Full-time, Part-time, etc.
  • # of Days per Week – Select how many days the staff is expected to work weekly
  • Hours per Shift – Define the duration of each shift
  • Shift Type – Choose the timing (Day, Night, etc.)
  • Start Date – The contract’s beginning date
  • End Date – The contract’s end date
  • # of Weeks – Total number of weeks the contract will span

In the Rates section, you can specify the financial compensation and reimbursements offered for the contract or travel role:

Rate Types:

  • Shift Rate: Enter hourly ($/hr) and weekly ($/week) rate for the shift.
  • Housing: Enter daily ($/day) or weekly ($/week) housing stipend.
  • Meals: Enter daily or weekly meal allowance.

You can click “Add More” to include additional types of reimbursement or rate categories, such as travel or incidentals.


Define the Cancelation Policy

In the Cancel Policy field:

  • Clearly describe the terms for canceling the shift or contract
  • Include advance notice requirements, penalties, or exceptions
  • Specify Staff Requirements

Use this field to outline any specific qualifications or experience required:

  • Certifications (e.g., BLS, ACLS)
  • Skills (e.g., wound care, IV insertion)
  • References
  • Required years of experience

This helps ensure that only qualified candidates apply for the role.

Job Details

Use this field to include any relevant or specific information about the job, such as:

  • Travel expectations
  • Type of facility or patient population
  • Special scheduling notes
  • Orientation or training provided
  • On-call duties or weekend expectations.

Job Benefits

This field is pre-filled with a standard list of benefits commonly offered with travel assignments, such as:

  • Competitive pay
  • Medical, Dental, Vision coverage
  • 401(k) and Flex Spending
  • Life and Disability Insurance
  • Free Continuing Education
  • Housing assistance
  • Referral bonuses

You can edit or expand this section as needed to better match the specific benefits offered for the roles.

At the bottom, you’ll find two action buttons:

  • SAVE: Click this to submit and save the new contract or travel shift requirement.
  • DELETE: Use this if you want to discard or remove the entry.

Always double-check your inputs before saving to ensure all required fields are filled out correctly.

Add Another Shift

The Add Another Shift option allows users to create multiple shifts at once without submitting the form repeatedly. This helps in scheduling several shifts for different units, dates, or time slots in one go.

Adding Different type of Approved Shift

Add Per Diem Approved Shift

This section allows you to create and approve a specific per diem shift for a staff member. It is used when a shift has already been assigned and needs to be recorded and approved.

Key Details

  • You can select staff members only from Internal Staff.
  • The approved per diem shift can be created directly for a specific staff member without needing to post it as an open shift.
  • Once created, the shift is marked as approved and appears in the staff member’s shift schedule.

Select Action

At the top, you have two options:

  • Add Shift Requirement – Use this if you’re requesting a shift and waiting for a staff assignment.
  • Create Approved Shift (Selected) – Use this when the shift is already assigned to a staff member and just needs to be recorded in the system.

Choose the Facility

Use the dropdown to select the facility or agency associated with the shift.
Select Shift Type

Choose the category of shift:

  • Per Diem (Selected)
  • Per Job / Visit
  • Contract / Travel

In this case, Per Diem is selected, which means it’s a single-day or short-term shift
Enter Shift Details

Fill in the required shift details:

  • Date(s): Select the date or range the shift covers.
  • Shift Timings and Type: Choose shift timing (e.g., Day, Evening, Night) and duration/type (e.g., 8hr, 12hr, PRN).

Assign Staff

Use the dropdown to select the staff member assigned to this shift.

Set Pay Rate

Enter the pay rate for the shift in dollars.

Add Shift Requirement Details

Use the text box to enter any shift-specific instructions or requirements, such as:

  • Location instructions
  • Equipment needs
  • Dress code
  • Patient type

Create the Approved Shift

Once all fields are filled, click the “CREATE APPROVED SHIFT” button at the bottom to save the record.

Add Per Job/Visit Approved Shift

This section guides you through adding a Per Job / Visit Requirement for a healthcare staff member using the admin interface.

Key Details

  • You can select staff members only from Internal Staff.
  • The approved per diem shift can be created directly for a specific staff member without needing to post it as an open shift.
  • Once created, the shift is marked as approved and appears in the staff member’s shift schedule.

Select the Action Type

  • Choose the “Create Approved Shift” option at the top.
  • Select the client or facility from the dropdown.

Choose Shift Type

  • Select the “Per Job / Visit” radio button under shift type options.

Patient Details Section

Enter the patient’s information:

  • First Name, Last Name (required)
  • Middle Name (optional)
  • Gender Preferences
  • Date of Birth (DOB) (required)
  • Medical Record Number (MRN) (optional)

Patient Address Details

Provide the full address:

  • Street, Apt/Suite (if any), City, State, Zip Code
  • Latitude and Longitude are mandatory for accurate location mapping.
  • Use the CHECK or MAP buttons to verify the address location.

Patient Contact Details

Enter:

  • Phone Number (required)
  • Email Address (optional)

Staff Details

Assign the staff and visit specifics:

  • Staff (required) – choose from the dropdown list
  • Date(s) for the visit (required)
  • Visit Time (required)
  • Visit Rate ($) (required) – the amount to be paid for the visit
  • Visit Type – choose from predefined visit types (e.g., evaluation, follow-up, etc.)

Upload Documents (Optional)

Upload supporting documents such as:

  • PDFs, JPGs, PNGs, DOC, DOCX formats
  • Max 3 files

Click the “Create Approved Shift” button to save the requirement.

Add Per Contract/Travel Approved Shift

Follow these steps to create a Contract or Travel Approved Shift Requirement in the system:

Key Details

  • You can select staff members only from Internal Staff.
  • The approved per diem shift can be created directly for a specific staff member without needing to post it as an open shift.
  • Once created, the shift is marked as approved and appears in the staff member’s shift schedule.

Select Shift Type

At the top of the form:

  • Choose Create Approved Shift to define a fixed contract shift.
  • Make sure Contract / Travel is selected under the payment type options (Per Diem, Per Job/Visit, Contract/Travel).

Select Agency or Employer

  • Use the dropdown to choose the healthcare provider or agency (e.g., Passion Home Health).

Choose Payment Arrangement

  • Select the appropriate payment method. For contracts, ensure Contract / Travel is selected.

Assign Staff

  • Select the staff member from the dropdown list.

Schedule the Shift

  • Date(s): Choose the start date(s) of the contract or shift.
  • Start Time and End Time: Enter the working hours for the shift.
  • Shift Type: Select the type of shift (e.g., Day, Night, Weekend).

Input Rates

Fill in the compensation details:

  • Shift Rate – Enter the pay per hour ($/hr) or per week ($/week).
  • Housing Allowance – Specify daily or weekly housing stipend if applicable.
  • Meals Allowance – Enter daily or weekly meal allowance.

Define Cancel Policy

  • Clearly state the cancellation policy, including the notice period and any applicable cancellation penalties. (Required field)

Add Staff Requirements

  • Specify any necessary references, skills, certifications, or years of experience required for the role.

Describe Job Details

  • Provide important details about the job, such as facility type, patient load, location specifics, etc.

List Job Benefits

  • Highlight any benefits such as travel reimbursements, bonuses, housing support, or professional development opportunities.

Make sure all required fields (marked with an asterisk *) are filled to avoid submission errors.
Double-check start and end times, especially for overnight or multi-day shifts.
Include as much detail in the job description and requirements to help match qualified staff.

Facility WorkOS- Open Shifts Bulk Action Menu

The Three-dot menu provides additional actions for managing shift data efficiently. Below are the options available and their functionalities:

Add Staff

  • Enables users to manually assign staff to a shift.
  • Helps in filling open positions quickly.
  • Users can select available staff members and assign them as per requirements.

Cancel Shift

  • Provides an option to cancel a scheduled shift.
  • Useful when a shift is no longer needed or there are changes in staffing requirements.

Bulk Upload

  • The Bulk Upload option in the Open Shifts section allows you to add multiple shifts at once instead of entering them manually. This is especially useful when scheduling a large number of shifts for different facilities, dates, or staff types.

Facility WorkOS- Pending Shifts Dashboard

The Pending Shifts dashboard provides a centralized view of all shift applications that are awaiting approval. This section helps administrators and scheduling teams manage incoming shift requests efficiently.

Key Features of the Dashboard

  • Search Shift: Use the search bar at the top to quickly find pending shifts based on keywords like shift name or staff name.
  • Filters: Apply filters to narrow down results by date, shift type, facility, or status.
  • Download Option: Export the list of pending shifts for offline review or record-keeping.

Features Explained

Depending on your view, the following columns may be visible:

  • Facility Name: The healthcare facility associated with the shift.
  • Staff Name: The name of the staff member who applied for the shift.
  • Shift Date: The date the shift is scheduled for.
  • Applied On: The date the staff member submitted their application for the shift.
  • Shift Time: Start and end time of the shift.
  • Shift Type: Indicates whether the shift is a standard, holiday, or contract/travel shift.
  • Staff Type: Classification of the applicant (e.g., RN, CNA, etc.).
  • Status: Current status of the application (e.g., Pending, Under Review).
  • Awaiting: Indicates whether the shift is awaiting facility or admin action.
  • View Details: Provides a link or button to view full shift and applicant details.

Awaiting action button. Clicking this arrow icon allows you to send the pending shift’s healthcare professional information to the facility for approval.

Once clicked:

  • The shift status transitions from simply “Pending” to being sent for review by the facility.

Use this button for each shift entry that is ready to be forwarded to the facility.

The “Takeover” button, visible in the View Details column of the Pending Shifts dashboard, allows a team member or admin to manually assign themselves responsibility for managing that shift.

Actions Explained

Send for Approval

Click Send for Approval to forward the pending shift application to the facility for review.
 Once clicked:

  • The shift status changes from Pending to Sent for Approval.
  • The facility is notified for action.

Approve

Click Approve to confirm and finalize the shift.
 Once approved, the shift is no longer pending and becomes active in the system.

Reject

Click Reject if the application does not meet requirements or if the position has been filled.
 The staff member will be notified of the rejection.

No Pending Shift Found

If no data appears, it means there are currently no pending shift applications awaiting action.

Facility WorkOS- Awaiting Shifts Dashboard

The Awaiting tab displays all shifts that have been forwarded to facilities for approval but have not yet been confirmed or rejected.

This dashboard helps you track the approval status of submitted Healthcare Professionals (HCPs) for specific shifts.

Dashboard Columns Explained

  • Facility Name: Name of the facility where the shift is scheduled.
  • Staff Name: Name of the HCP recommended for the shift.
  • Shift Date: Scheduled date of the shift.
  • Applied On: Date when the HCP applied or was submitted for the shift.
  • Shift Time: Start and end time of the shift.
  • Shift Type: Categorization of the shift (e.g., AM, PM, NOC).
  • Staff Type: The role of the HCP (e.g., CNA, RN, Caregiver).
  • Status: Indicates the current state of the shift approval (e.g., “Awaiting Approval”).
  • View Details: Allows you to open full shift and staff details for review.

Key Functions

  • Search Bar: Filter shifts by keywords (e.g., staff name or facility).
  • Download: Export shift data to a file for reporting or backup.
  • Filters: Narrow your view using parameters such as date range, facility, or staff type.

Only shifts forwarded for approval appear in this section.

Once a facility approves or rejects the HCP, the shift will move out of the Awaiting tab and reflect in its next stage.

Facility WorkOS- Awaiting Shifts Bulk Action Menu

Located at the top right of the Awaiting Shifts dashboard (three-dot menu), the bulk options menu allows users to efficiently manage multiple shift approvals at once.

Available Actions:

  • Approve
    This option allows you to approve multiple selected shifts in one go. Once approved, the selected shifts will be moved out of the “Awaiting” section and marked as approved by the facility.
  • Reject
    This option lets you reject several shifts simultaneously. The associated Healthcare Professionals will be notified, and the shifts will be removed from the “Awaiting” list.

This feature is especially useful when handling high volumes of shift approvals or rejections, saving time and reducing manual effort.

Facility WorkOS- Approved Shifts Dashboard

The Approved Shifts dashboard in a detailed view of all shifts that have been reviewed and approved. It is designed to help facility managers and admins monitor scheduled work for their staff with ease.

Navigating the Dashboard

You can find the Approved tab under Shift Management in the left-hand navigation menu.

This view includes a general summary of approved shifts:

  • Facility Name: Name of the facility where the shift will be performed.
  • Staff Name: Name of the staff member assigned to the shift.
  • Shift Date: The date on which the shift is scheduled.
  • Shift Time: The scheduled time range for the shift (e.g., 3:00 PM – 11:00 PM).
  • Shift Type: Indicates the part of the day (e.g., PM).
  • Staff Type: Role of the staff member.
  • Timesheet: Checkbox to indicate whether a timesheet has been submitted or approved.
  • Facility Confirmation: A Checkbox showing if the facility has confirmed the shift.
  • View Details: Clickable icon (arrow) that leads to more detailed shift information.

Additional Features

  • Search Bar: Quickly find a shift using date, name, or other keywords.
  • Filters: Click the “FILTERS” button to narrow down results by criteria like facility, staff member, date range, etc.
  • Download: Export the list of approved shifts for reporting or backup purposes.
  • Checkboxes: Select multiple shifts for batch actions or review.

Only users with the appropriate access level can view and manage all approved shifts across multiple facilities.

Facility WorkOS- Approved Shifts Bulk Action Menu

The Bulk Action Menu in the Approved Shifts dashboard allows administrators to quickly manage multiple shifts from one place.

In the Approved shifts section, click the three-dot menu icon (⋮) near the Download button in the upper-right corner of the table.

Available Bulk Actions:

Staff Sent Home

  • Use this option when a staff member was scheduled and arrived for their shift but was sent home early by the facility (e.g., due to low census or overstaffing).
  • This helps document the occurrence for accurate timesheet and payroll processing.

Staff No Show

  • Select this if a staff member did not show up for their shift and failed to notify the facility.
  • Marks the shift as a no-show for tracking reliability and accountability.

Cancel Shift

  • Use this to cancel an approved shift that will no longer be worked or needed.
  • Useful when a shift was approved in error, staffing needs changed, or coverage is no longer required.

Facility WorkOS- In progress Shifts Dashboard

The In-Progress dashboard gives you real-time visibility into shifts that are currently being worked. This is useful for tracking attendance, break times, and monitoring compliance for ongoing shifts.

Dashboard Overview

This dashboard is designed to show live updates as staff members:

  • Clock in
  • Take breaks
  • Clock out

If there are no current shifts in progress, the dashboard will display: “No In Progress Shift Found.”

Column Descriptions

  • Facility Name: Name of the facility where the shift is being worked.
  • Staff Name: Staff member currently working the shift.
  • Shift Date & Time: Date and time range of the shift.
  • Shift Type: Part of the day (e.g., AM, PM).
  • Clock In: Timestamp when the staff member started their shift.
  • Break In: The Time the staff member started a break.
  • Break Out: Time the break ended.
  • Required On: Date the staff was required at the facility (typically same as shift date).
  • Staff Type: Role (e.g., CNA, RN).
  • Timesheet: Indicates if the timesheet is being tracked or filled.
  • Facility Confirmation: Shows if the facility has confirmed the shift data
  • View Details: Icon to open a detailed view of the specific shift and actions.

 Additional Features

  • Search Bar: Quickly find a shift by name, date, or facility.
  • Filters: Use to narrow shifts by staff, date range, role, or location.
  • Download: Export the current view for backup or auditing.
  • Action Menu (⋮): Bulk shift options may be available if applicable (e.g., to end or edit a shift manually in case of issues).

Use this dashboard during active staffing hours to:

  • Confirm attendance in real time
  • Track punctuality and break compliance
  • Ensure accurate timesheet submission and prevent missed entries

Facility WorkOS- In Progress Shifts Bulk Action Menu

The Bulk Action Menu in the In-Progress Shifts dashboard allows admins to take quick administrative actions on one or more shifts that are currently underway.

To access the menu, click the three-dot icon (⋮) located at the top-right corner of the In-Progress Shifts table.

Available Bulk Actions:

Staff Sent Home
 Use this option when a staff member has started their shift but was sent home early due to low census, scheduling conflicts, or other non-performance-related reasons.

  • The system will mark the shift accordingly.
  • The shift will be removed from “In-Progress” and logged with a “Sent Home” status.

Cancel Shift
Select this option to cancel a shift that was mistakenly started or needs to be terminated immediately.

  • Ideal for handling erroneous or prematurely clocked-in shifts.

Cancels the shift and updates the backend accordingly to prevent billing or payroll errors.

Facility WorkOS- Completed Shifts Dashboard

This section allows administrators to review and manage shifts that have been completed in the system. It provides shift details, confirmations, and actions for finalizing shift records.


This section lists all shifts that have ended, whether successfully or with incidents. It includes:

  • Facility & Staff Info – Who worked and where.
  • Shift Time Logs – Includes complete clock-in/out and break data.
  • Status Columns:
  • Is Pending Concern – Highlights shifts flagged for review (e.g., disputes or missing data).
  • Staff Sent Home – Indicates if staff were sent home early.
  • Timesheet – Shows whether the staff has submitted their timesheet.
  • Facility Confirmation – Confirms that the facility validated the shift.
  • Close Shift – Marks the shift as finalized and closed.
  • View Details – Allows a deep dive into each shift’s full log.

Filters & Downloads

Dashboard allows:

  • Search by Shift
  • Apply Filters (e.g., date range, staff type)

Download the data for reporting or archiving.

Facility WorkOS- Completed Shifts Bulk Action Menu

n the Completed Shifts dashboard, the Bulk Action Menu allows you to take action on multiple completed shifts at once. This is helpful for administrative follow-up, resolving issues, or finalizing records.

Bulk Action Options:

Pending Concern

  • Marks selected shifts as having an issue or requiring follow-up.
  • This may include timesheet discrepancies, staff complaints, or any flag needing further review.
  • Once marked, these shifts will be labeled under the “Is Pending Concern” column.

Cancel Shift

  • Void the selected completed shifts retroactively.
  • Use this when a shift was marked complete by mistake, or if it should not have been considered valid (e.g., duplicate or incorrect entry).

Close

  • Finalizes the selected shifts and marks them as fully processed.
  • Typically used once all approvals, confirmations, and timesheets are completed.
  • Shifts marked as closed may be locked from further edits depending on platform settings.

Facility WorkOS- Closed Shifts Dashboard

The Closed Shifts dashboard is a central place where administrators and managers can review all completed (i.e., closed) shifts. This feature helps manage timesheets, payments, concerns, and other shift-related information effectively.

Overview

When you open the Closed tab, the dashboard shows a list of all completed shifts that have been logged by staff. If no shifts are found, the system displays “No Closed Shift Found.”

Filter and Search Options

  • Search Shift: Use this search bar to find specific closed shifts by entering keywords such as the facility name or staff name.
  • 2 Filters: Click this button to apply advanced filters (e.g., date range, facility, shift type) to narrow down the shift list.
  • Download: Export the shift data in CSV or Excel format.
  • Add Shifts: Manually add closed shift details if necessary.

Dashboard Features Explained

The dashboard may span multiple columns across horizontal scrolling. Here’s what each column represents:

Shift Details

  • Facility Name – Name of the healthcare facility where the shift was worked.
  • Staff Name – The name of the staff member who completed the shift.
  • Shift Date – The calendar date of the shift.
  • Shift Time – Scheduled start and end time of the shift.
  • Shift Type – Classification (e.g., Regular, Overtime, Night).

Clocking & Breaks

  • Clock In / Clock Out – Actual times the staff clocked in and out.
  • Break In / Break Out – The Timing of any breaks taken during the shift.

Payment & Status

  • Payment Date – When the staff was paid for the shift.
  • Staff Paid – Indicates whether payment has been processed (Yes/No).
  • Timesheet – Link or status of submitted timesheet for verification.

Concerns & Confirmation

  • Is Pending Concern – Flags whether there are unresolved issues tied to the shift.
  • Staff Sent Home – Indicates if the staff was sent home without completing the shift.
  • Facility Confirmation – Shows whether the facility confirmed the shift details.

Staff & Role Details

  • Staff Type – Indicates role type (e.g., RN, CNA, PT).
  • View Details – Opens a detailed view of the shift with logs and attached files.

Key Actions

  • Use the scroll bar at the bottom to view all shift-related fields.
  • Click on any column header to sort data ascending/descending.
  • Use filters to refine shift records by date, status, or staff/facility attributes.

Only closed shifts (i.e., completed and recorded) appear in this dashboard.
If nothing shows up, check your filters or ensure shift logging has been completed.

Facility WorkOS- Closed Shifts Bulk Action Menu

In the Closed Shifts dashboard, the Bulk Action Menu allows you to take action on multiple closed shifts at once. This is helpful for administrative follow-up, resolving issues, or finalizing records.

Bulk Action Options:

Pending Concern

  • Marks selected shifts as having an issue or requiring follow-up.
  • This may include timesheet discrepancies, staff complaints, or any flag needing further review.
  • Once marked, these shifts will be labeled under the “Is Pending Concern” column.

Add Payment

  • Select this option to initiate or update payment for multiple closed shifts. It allows you to enter bulk payment details for staff whose shifts have been approved and are ready for processing.

Cancel Shift

  • This lets you cancel one or more closed shifts if they were added in error, not completed, or need to be removed from the system. Cancelled shifts will not be considered for payment or reporting.

To use these actions, first select the desired shifts from the list (when available), then click on the three-dot menu to choose your action.

Facility WorkOS- Add New Close Shift

The Add Close Shift feature allows administrators or scheduling teams to manually add a new shift for staff members that has been completed or needs to be marked as “closed.” This section ensures all post-shift details, such as consults, rates, and notes, are accurately recorded.

Steps to Add Close Shift

1. Navigate to Add Shift

Go to the Shift Management section and click on the Add  Shift button.

2. Fill in Basic Details

In the Basic Details section, select:

  • Type: Choose the type of shift (e.g., Consult, Per Diem).
  • Facility Name: Select the facility where the shift took place.
  • Staff Name: Choose the staff member for whom the shift is being added.

3. Enter Shift Details

In the Shift Details section:

  • Number of Consults: Enter the total number of consultations completed during the shift.
  • Rate/Consult: Input the pay rate per consultation.
  • Date of Consult: Choose the date the consult occurred.
  • Net Pay Rate: The system will automatically calculate the total pay based on the entered data.

You can click Columns to adjust visible fields as needed.

4. Add Additional Consults

If multiple consults need to be recorded for the same staff and facility:

  • Click Add More to include additional rows.
  • Fill in the details for each consult accordingly.

5. Add Shift Description

Use the Shift Description box to note any special comments, observations, or outcomes for that shift.

6. Save or Cancel

  • Click Save to finalize and record the shift details.
  • Click Cancel to discard changes

Facility WorkOS- Cancelled Shifts Dashboard

The Cancelled Shifts Dashboard displays all shifts that have been cancelled, whether by the facility, the staff member, or the admin. This section helps in tracking and managing any lost hours, staffing issues, or cancellation trends.

Search and Filter Options

  • Search Shift: Use this search bar to quickly locate a cancelled shift using relevant keywords like staff name, facility name, or shift type.
  • Filters Button: Allows you to apply filters such as date range, staff type, or facility to narrow down the list of cancelled shifts.
  • Download Button: Exports the list of cancelled shifts to a file (usually CSV/Excel), which can be used for reporting or auditing purposes.

Dashboard Features Explained

The dashboard may span multiple columns across horizontal scrolling. Here’s what each column represents:

  • Facility Name – Name of the facility where the shift was scheduled.
  • Staff Name – Name of the staff who was assigned to the cancelled shift.
  • Shift Date – Date on which the shift was originally scheduled.
  • Shift Time – Time slot of the cancelled shift.
  • Shift Type – Type of shift (e.g., AM, PM, NOC).
  • Staff Type –  Role of the staff member (e.g., CNA, RN, LPN).
  • Staff Sent Home: Indicates if the staff member arrived but was sent home (e.g., facility no longer needed coverage).
  • Timesheet: Status of timesheet submission—if applicable.
  • Facility Confirmation: Shows whether the facility confirmed the cancellation.
  • View Details: A clickable option to view complete details of the cancelled shift, including reason, time of cancellation, and who initiated it.

This dashboard is useful for:

  • Tracking attendance issues
  • Monitoring facilities with frequent cancellations
  • Resolving disputes over last-minute cancellations
  • Reporting and compliance

Top of Form

Bottom of Form

Facility WorkOS- Cancelled Shift Bulk Action Menu

The three-dot menu in the Cancelled Shifts dashboard provides a bulk action option to manage cancelled shifts efficiently. Currently, the menu includes the following options:

Recover Shift

Use the Recover Shift option to reinstate one or more cancelled shifts back into the active or scheduled shift list. This feature is helpful when a shift was cancelled by mistake or if the facility/staff member has agreed to proceed with the shift after its cancellation.

Once a shift is recovered, it will be removed from the “Cancelled” list and restored to the appropriate shift status (e.g., Scheduled or Approved).

Facility WorkOS – Master Dashboard

The Master Dashboard provides a comprehensive view of all scheduled shifts, allowing administrators to monitor, manage, and track shift-related activities for each staff member and facility.

Key Components of the Master Dashboard

Search & Filter Options

  • Search Shift: Use the search bar to quickly find shifts by staff name, facility, or date.
  • Filters: Click on “FILTERS” to narrow down shifts by criteria such as date range, staff type, shift type, or status.
  • Download: Export the current list of shifts into a downloadable file (typically CSV or Excel format) for offline use or reporting.

Dashboard Features Explained

The dashboard may span multiple columns across horizontal scrolling. Here’s what each column represents

  • Facility Name – Displays the name of the healthcare facility.
  • Staff Name – Assigned staff’s name.
  • Shift Date – The scheduled date of the shift.
  • Shift Time – Time duration of the shift (e.g., 3:00 PM – 11:00 PM).
  • Shift Type – Shift timing category (Day / PM / Night).
  • Staff Type – Role of the staff (e.g., CNA, LPN, RN).
  • Shift Rate – Pay rate assigned to the staff for that shift.
  • Status – Approval status of the shift (e.g., Approved).
  • Facility Billed – Indicates whether the facility has been billed (“Yes”/”No”).
  • Staff Sent Home – Displays if the staff was sent home after arriving.
  • Timesheet – Checkbox for timesheet submission.
  • Facility Confirmation – Checkbox for confirmation from the facility.
  • View Details – Clickable icon to open detailed shift information or actions.

The Master Dashboard enables users to efficiently monitor staff allocation across multiple facilities, ensuring optimal workforce distribution. It also helps track billing and payroll readiness by displaying shift rates and billing statuses. 

Users can easily follow up on missing timesheets or unconfirmed shifts using the dedicated columns. Additionally, the dashboard supports bulk actions such as exporting data and applying filters, making it convenient for reporting and administrative follow-ups.

Facility WorkOS- Master Dashboard Bulk Action Menu

The Bulk Action Menu in the Master Dashboard offers quick access to key operational tasks for managing shifts more efficiently. Here are the available options:

  • Staff Sent Home: This option allows you to mark selected shifts where the staff was sent home, helping maintain accurate attendance and payroll records.
  • Facility Billed Details: Use this action to update or view billing information for selected shifts, ensuring that all facility billing data is properly tracked and recorded.

These actions simplify shift management by allowing bulk updates across multiple entries, saving time and reducing manual errors.

Facility WorkOS- Invoice Generated Dashboard

The Accounting Dashboard under the “Invoice Generated” tab provides a comprehensive view of all generated invoices by Agency. This section helps track billing transactions, payment statuses, and manage actions on individual invoices efficiently.

  • Filters: Users can apply filters to refine search results based on specific invoice attributes.
  • Status Column: Indicates whether an invoice is unpaid or in another state, helping with financial tracking.
  • The Action section provides a dropdown menu with multiple options to manage invoices efficiently.
  • View Details – Opens the invoice details for review.
  • Mark As Paid – Updates the invoice status to “Paid.”
  • Edit – Allows modification of invoice details.
  • Download CSV – Exports the invoice data in CSV format.
  • Cancel – Cancels the selected invoice if no longer needed.

This ensures smooth invoice processing and financial management.
Adding New Event

The Add Event section allows users to create events for facilities.

  • Branch Selection- This Field is automatically selected
  • Type of Event- Select the event type such as Orientation, Training, Workshop, or Meeting.
  • Date Mode- Choose the date selection format:

Multiple Dates: Select individual event dates.
Date Range: Specify a continuous date period.

  • Select Single (or) Multiple Dates- Click to choose the dates based on the selected date mode.
  • Event Title (Required)- A short identifier or name for the event.
  • Participants (Required)- Select the group of participants such as New Hires, Medical Staff, Nursing Team, etc.
  • No. of Trainers (Required)- Enter how many trainers or facilitators are needed for the event.
  • Event Description- A free-text area where users can describe the event objective, agenda, guidelines, and additional notes.

Location Details

  • Location, City, State- Enter the event venue and select the city and state.
  • Country & Zip Code- Auto-filled country; enter the zip code for accurate mapping.
  • Latitude & Longitude (Required)- Provide location coordinates (can be auto-filled using Check Button).

Contact Details

  • Admin Name- Enter the name of the event administrator or coordinator.
  • Contact Number- Provide the contact number (auto-prefilled with country code).

Equipment Details

  • Equipments- Select the required equipment from the dropdown (e.g., Laptop, Projector, Microphone).
  • Others –Manually enter any additional equipment not listed.
  • Add- Click to append the selected or typed equipment to the event equipment list.

Event Details Section

  • Role Responsibilities- Define what responsibilities the participants or trainers have for this event.
  • Event Schedule- Enter the schedule or timeline for the event.
  • Attire Requirements- Specify dress code such as Scrubs, Formal, or Casual.
  • Meal Arrangement- Add details about meals provided, break times, or catering.
  • Parking Information- List parking instructions, permit details, or location of parking areas.
  • Check-in Point- Specify where participants should check in upon arrival.
  • Reporting Contact- Enter the contact person participants should report to during the event.

Save or Cancel
This final step confirms and stores the event details in the system.

  • Click Save to finalize and record the event details.
  • Click Cancel to discard changes.