Scheduler Training Path
Estimated Duration: ~1.5 hours | Modules: 8 | Difficulty: Intermediate
Your Role
As a Scheduler, you are the backbone of staffing operations. Your primary responsibility is ensuring that events are fully staffed with the right caregivers at the right time.
What you can do:
- Import caregiver data via CSV uploads
- Manage shift requirements for events
- Create, edit, and manage assignments
- Track work hours and attendance
- Send and track Letters of Understanding (LOUs)
- View fill rate reports and staffing analytics
- Export reports for operational review
What you cannot do:
- Edit event details or update event status (managed by Admins)
- Manage travel bookings or hotel assignments (managed by Travel Coordinators)
- Manage candidates or the candidate pipeline (managed by Supervisors)
- Create or send survey campaigns (managed by Supervisors)
- Access system settings or user management (managed by Admins)
Your workflow centers on the Event Detail page's staffing tabs, the assignment management screens, and the LOU system.
This training path is best completed over two sessions. Modules 1-4 cover foundational knowledge, and Modules 5-8 cover daily operations. Use the checkboxes to track your progress.
Training Modules
Module 1: Platform Overview
Estimated Time: ~10 minutes
Get oriented with the platform before diving into staffing-specific workflows.
- Read the Quick Start Guide for a high-level introduction
- Review Navigating the App to learn the navigation structure
- Log in and identify the menu items visible to your role
- Locate the Events list, Assignments section, and LOU section in the sidebar
Best Practices:
- Learn the keyboard shortcuts early -- they save significant time during high-volume staffing periods.
- Familiarize yourself with the filter and search controls on list pages; you will use them constantly.
Module 2: CSV Import System
Estimated Time: ~20 minutes
The CSV import system is how caregiver data enters the platform in bulk. Mastering this process is critical.
- Read the Importing Caregivers Guide
- Download the CSV template and review the required column format
- Understand validation rules -- what causes a row to be rejected
- Practice importing a small test file to see the validation and preview workflow
- Learn how to review and resolve import errors
- Understand how imported data maps to caregiver records and event assignments
CSV imports cannot be undone in bulk. Always preview the import results carefully before confirming. If you spot errors, fix the CSV and re-import rather than manually correcting records one by one.
Best Practices:
- Keep a clean, validated master CSV file for each facility or event.
- Use consistent naming conventions (e.g., facility codes, shift identifiers) across all CSV files.
- Import during low-traffic hours when possible to avoid conflicts with other users editing the same event.
Module 3: Shift Requirements
Estimated Time: ~15 minutes
Define how many caregivers are needed per shift, per discipline, for each event.
- Read the Shift Requirements Guide
- Understand how shift requirements drive fill rate calculations
- Practice adding and editing shift requirements for a test event
- Learn how to handle mid-event changes to staffing needs
- Understand the relationship between shift requirements and assignment matching
Best Practices:
- Set shift requirements as early as possible -- they are the foundation for fill rate tracking.
- Update requirements promptly when the facility changes their staffing needs. Outdated requirements lead to misleading fill rates.
- Document any unusual shift patterns or split shifts with notes for other schedulers.
Module 4: Fill Rate Tracking
Estimated Time: ~10 minutes
Monitor staffing progress against requirements to identify gaps and take action.
- Read the Fill Rate Reports Guide
- Understand how fill rates are calculated (assigned vs. required by shift/discipline)
- Learn to read the fill rate dashboard and identify under-staffed areas
- Practice filtering fill rate data by shift type, discipline, or date range
- Know when to escalate low fill rates to your supervisor or admin
Check fill rates daily during active staffing periods. A small gap today becomes a critical shortage if left unaddressed for a week.
Module 5: Assignment Management
Estimated Time: ~15 minutes
Assignments connect caregivers to specific events, shifts, and dates. This is your core daily workflow.
- Read the Assignments Overview to understand the assignment lifecycle
- Review Creating Assignments for step-by-step instructions
- Read Managing Assignments to learn how to edit, cancel, and reassign
- Practice creating a test assignment and walking through status transitions
- Understand how assignment status changes affect fill rates and reporting
Best Practices:
- Always verify the caregiver's credentials and availability before creating an assignment.
- Use the bulk assignment tools when staffing multiple shifts for the same caregiver.
- Cancel assignments promptly when a caregiver becomes unavailable -- do not leave stale assignments in the system.
Module 6: Work Tracking
Estimated Time: ~10 minutes
Track actual hours worked against scheduled assignments for accurate reporting and billing.
- Read the Work Tracking Guide
- Understand how work tracking data flows from on-site check-ins to reports
- Learn to review and approve work hours
- Know how to handle discrepancies between scheduled and actual hours
- Understand how work tracking data feeds into analytics and exports
Best Practices:
- Review work tracking data within 24 hours of each shift to catch errors while the information is fresh.
- Coordinate with On-Site Admins who record arrivals and check-ins -- their data feeds your work tracking reports.
Module 7: Letter of Understanding (LOU)
Estimated Time: ~10 minutes
LOUs formalize the assignment agreement with caregivers. Sending and tracking LOUs is a key part of the staffing confirmation process.
- Read the LOU Overview to understand the purpose and workflow
- Review Sending LOUs for step-by-step instructions
- Read Tracking Status to learn how to monitor acknowledgments
- Practice sending a test LOU and reviewing its status
- Understand what happens when a caregiver does not acknowledge the LOU
Send LOUs as soon as assignments are confirmed. Delays in LOU delivery can cause caregivers to accept other opportunities.
Best Practices:
- Follow up on unacknowledged LOUs within 48 hours.
- Keep the email outbox in mind -- if LOUs are not being received, check with your Admin to verify email delivery status.
- Document any verbal confirmations as notes on the assignment while waiting for formal LOU acknowledgment.
Module 8: Reports
Estimated Time: ~5 minutes
Access operational reports to review your staffing performance and identify trends.
- Read the Analytics Overview to understand available reports
- Explore the reports relevant to your role: fill rates, assignment summaries, work tracking totals
- Practice exporting a report to share with your team or supervisor
- Identify which reports to check daily vs. weekly
What's Next?
You have completed the Scheduler Training Path. Here are your recommended next steps:
- Build your workflow routine -- Establish a daily checklist: check fill rates, review pending assignments, follow up on outstanding LOUs, and verify work tracking data.
- Prepare your CSV templates -- Set up clean, validated CSV templates for each facility you support.
- Coordinate with your team -- Connect with Travel Coordinators (who handle logistics after you confirm assignments) and On-Site Admins (who track arrivals for your assigned caregivers).
- Learn adjacent workflows -- While you cannot manage travel or candidates directly, understanding those processes helps you coordinate more effectively:
- Travel Coordinator Path -- Understand what happens after assignments are confirmed
- On-Site Admin Path -- Understand how arrivals and orientation are tracked on-site
During high-volume staffing periods, keep the Events list, Assignment management, and Fill Rate reports open in separate browser tabs for quick switching.