Staff a shift on the scheduling board

Scheduling is where generated shifts get people on them. The board is a grid: your resources — coworkers and equipment — down the side, time across the top, in day, week or month view.

Shifts arrive here unstaffed. The work is to empty the rail beside the grid.

The Needs scheduling rail

The rail is the to-do list, and it separates two different problems:

• Unscheduled — nobody is on the shift at all.
• Incomplete — somebody is, but not as many people as the order requires. It shows the gap as assigned/required coworkers, so 1/2 means one more person.

The rail also surfaces two situations that look fine on the grid but are not:

• Someone dropped out. A coworker declined the shift and their place reopened. The rail names who is being replaced and the reason they gave — sick, already booked, can’t get there.
• Missing capability. The crew is the right size but nobody on it holds something the service requires.

If the rail is empty but you expected work in it, check whether the order is still waiting on a quote. An order with a quote out has not generated shifts yet.

Assign a resource

There are two ways onto the board, and they suit different moods:

Drag a shift onto a row. Fastest when you know who you want. Hovering a shift highlights which rows it fits.

Open the shift and use Assign. Better when you are choosing. You get a searchable list of coworkers or equipment, and each candidate is marked with any problem it would bring — needs a reason, cannot be assigned.

Either way, Rytmia checks the assignment before it saves. If there is nothing in the way you get No conflicts — ready to assign. If there is, see conflicts, warnings and overrides.

Open places

A shift that needs more people than it has shows Open place rows. Each one is a slot waiting to be filled, and Assign on that row fills it.

You can also add resources beyond what the order asks for — those are marked Beyond demand, so a crew of three on a two-person job reads as a deliberate choice rather than a miscount.

This visit, or every visit

On a recurring order, every assignment asks how far it reaches. This is the most consequential choice on the board.

Scope	What it does
This occurrence	Staffs this one visit. Later visits in the series are untouched.
Until further notice	Staffs this and every future visit in the series.

A standing assignment is what you want for the regular crew on a contract. Visits with blocking conflicts are skipped rather than forced, and Rytmia tells you how many were assigned and how many were skipped.

One thing to know: the checks run against this visit. A series covers later dates whose circumstances may differ, so a standing assignment is a reasonable default, not a guarantee about July.

Removing someone

Removal mirrors assignment, and the difference matters:

• Remove from this shift takes them off one visit. The series continues and future shifts are staffed as usual. This erases that they were ever expected on that visit.
• End standing assignment removes them from this and all future shifts. Past shifts are left alone.

Use the second when someone changes route permanently. Use the first for one Tuesday.

Moving and cancelling

From a shift on the board you can also Move shift or Cancel shift. Both touch only that visit — the order keeps its schedule either way, and on a move, everyone on the shift moves with it.

If somebody cannot be there at the new time, Rytmia says so instead of moving it quietly.

What the field team sees

A staffed shift appears on the coworker’s phone, and they respond to it — I’ll be there or Can’t make it. Their answer shows on the board as their RSVP.

A decline reopens the place and puts the shift back in your rail, with the reason attached. That is the loop working: you find out from the board rather than from the client.