Managing Assignments

🔒Requires permission: Assignments.Update

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Once assignments have been created, they often need to be modified due to changing event conditions, facility requests, or caregiver availability. This guide covers editing assignments, reassigning caregivers, cancelling assignments, and performing bulk operations.

Editing an Assignment

What Can Be Edited

The fields available for editing depend on the assignment's current status:

Field	Draft	Scheduled	Active	Completed	Cancelled
Facility	Yes	Yes	No	No	No
Unit	Yes	Yes	Yes	No	No
Specialty	Yes	Yes	Yes	No	No
Shift Type	Yes	Yes	Yes	No	No
Start Date	Yes	Yes	No	No	No
End Date	Yes	Yes	Yes	No	No
Notes	Yes	Yes	Yes	Yes	No
Caregiver	Yes	No	No	No	No

note

The caregiver assigned to an assignment can only be changed while the assignment is in Draft status. Once Scheduled, the caregiver is locked. To assign a different caregiver, cancel the existing assignment and create a new one.

Step-by-Step: Editing an Assignment

1. Navigate to the event's Assignments tab.
2. Locate the assignment in the list or board view.
3. Click the assignment row to open the assignment detail panel.
4. Click Edit in the detail panel header.
5. Modify the desired fields.
6. Click Save.

Edit Validation

When saving an edited assignment, the system re-runs all validation checks:

• Conflict detection: Checks for overlapping assignments if dates or shifts changed.
• Credential validation: Re-checks credentials if facility, unit, or dates changed.
• Date range validation: Ensures dates still fall within the event's date range.

If validation fails, the save is blocked and error messages are displayed.

Reassigning Caregivers

Reassignment refers to moving a caregiver from one placement to another. There are several approaches depending on the situation.

Scenario 1: Changing the Unit (Same Facility)

If a caregiver needs to move to a different unit within the same facility:

1. Open the assignment in edit mode.
2. Change the Unit field to the new unit.
3. Optionally adjust the Specialty if the new unit requires a different role.
4. Click Save.

This approach preserves the assignment history as a single record with edit tracking.

Scenario 2: Changing the Facility

If a caregiver needs to move to a different facility entirely:

For Draft assignments:

1. Edit the assignment and change the Facility field.
2. The Unit dropdown refreshes to show units for the new facility.
3. Select the new unit and adjust other fields as needed.
4. Click Save.

For Scheduled or Active assignments:

1. Cancel the existing assignment (see Cancelling Assignments below) with reason "Reassignment."
2. Create a new assignment at the new facility (see Creating Assignments).

Scenario 3: Replacing One Caregiver with Another

If a caregiver can no longer work and needs to be replaced:

1. Cancel the existing assignment with an appropriate reason.
2. Create a new assignment for the replacement caregiver with the same facility, unit, specialty, shift, and dates.

tip

When replacing a caregiver, you can use the Duplicate feature: open the original assignment, click Duplicate, then change only the caregiver. This saves time by pre-filling all other fields.

Scenario 4: Extending or Shortening an Assignment

To change the duration of an assignment:

1. Open the assignment in edit mode.
2. Adjust the End Date (or Start Date for Draft/Scheduled assignments).
3. Click Save.

For Active assignments, only the end date can be changed. Extending beyond the event's end date is not permitted.

Cancelling an Assignment

Cancelling an assignment removes the caregiver from the placement but preserves the record for historical tracking.

Step-by-Step: Cancelling an Assignment

1. Open the assignment detail panel.
2. Click the Cancel Assignment button.
3. The cancellation dialog opens. Complete the required fields:

Field	Required	Description
Cancellation Reason	Yes	Select from the predefined list (see below).
Detailed Notes	No	Free-text explanation.
Notify Caregiver	Yes	Checkbox. If checked, the caregiver receives a cancellation notification. Default: checked.
Effective Date	Yes	The date the cancellation takes effect. Defaults to today. For future-dated cancellations, the assignment remains active until the effective date.

Cancellation Reasons

Reason	Description
Caregiver Unavailable	The caregiver can no longer participate (illness, personal emergency, etc.).
Facility Request	The client facility requested the caregiver be removed from this placement.
Reassignment	The caregiver is being reassigned to a different placement.
Event Scope Change	The event scope has changed and this placement is no longer needed.
Credential Issue	A credential problem was discovered after assignment creation.
No Show	The caregiver did not arrive for their assignment.
Performance	Performance issues during the assignment.
Other	Free-text reason required in Detailed Notes.

4. Click Confirm Cancellation.

Effects of Cancellation

When an assignment is cancelled:

• The assignment status changes to Cancelled and is marked with a cancellation badge in all views.
• The caregiver's candidate status is not automatically changed. They remain in their current candidate status (Confirmed, Arrived, etc.) and can be assigned elsewhere.
• The staffing requirement count updates to reflect the gap created by the cancellation.
• If "Notify Caregiver" was checked, the caregiver receives an email/SMS notification.

caution

Cancellation is permanent. A cancelled assignment cannot be reactivated. If the cancellation was made in error, create a new assignment with the same details.

Bulk Operations

Bulk operations allow you to modify multiple assignments simultaneously. These are essential during large events where individual edits would be too time-consuming.

Bulk Edit

1. Navigate to the Assignments tab (List View).
2. Select multiple assignments using the checkboxes.
3. Click Bulk Actions > Edit.
4. The bulk edit dialog shows the fields that can be changed for all selected assignments:

Field	Behavior
Unit	Changes the unit for all selected assignments. Only available if all selected assignments are at the same facility.
Shift Type	Changes the shift type for all selected assignments.
End Date	Extends or shortens all selected assignments to the same end date.
Status	Moves all selected assignments to a new status (e.g., Draft to Scheduled).
Notes	Appends a note to all selected assignments.

5. Modify the desired fields. Leave fields blank to keep them unchanged.
6. Click Apply to [N] Assignments.
7. A confirmation dialog shows the changes and the number of affected assignments.
8. Click Confirm.

Bulk Cancel

1. Select multiple assignments using the checkboxes.
2. Click Bulk Actions > Cancel.
3. Select a cancellation reason (applied to all selected assignments).
4. Optionally add detailed notes.
5. Choose whether to notify caregivers.
6. Click Confirm Cancellation.

Bulk Status Update

1. Select multiple assignments.
2. Click Bulk Actions > Update Status.
3. Select the target status:
   • Draft to Scheduled: Finalize and notify caregivers for all selected draft assignments.
   • Scheduled to Active: Manually activate assignments (usually happens automatically based on the start date).
   • Active to Completed: Mark all selected assignments as completed.
4. Click Apply.

note

Bulk status updates only allow transitions that are valid for all selected assignments. If assignments are in mixed statuses, only universally valid transitions are available.

Assignment Change Log

Every modification to an assignment is recorded in the assignment's change log. To view the log:

1. Open the assignment detail panel.
2. Click Change Log (or scroll to the Change Log section).
3. The log displays all changes chronologically:

Field	Description
Date/Time	When the change occurred.
Changed By	The user who made the change.
Field	Which field was modified.
Previous Value	The value before the change.
New Value	The value after the change.
Source	Manual edit, bulk operation, CSV import, or system (automated).

Drag-and-Drop Reassignment

In the Unit View and Calendar View, assignments can be reassigned using drag-and-drop:

Unit View Drag-and-Drop

1. Switch to Unit View on the assignment board.
2. Find the caregiver's name under their current unit.
3. Click and drag the caregiver's assignment card to a different unit.
4. A confirmation dialog appears showing the proposed change.
5. Click Confirm to apply the reassignment.

Calendar View Drag-and-Drop

1. Switch to Calendar View.
2. Find the assignment block on the calendar.
3. Drag the block to a different date range to adjust the assignment dates.
4. Alternatively, drag the block to a different row (caregiver) to reassign to a different caregiver.
5. Confirm the change in the dialog.

tip

Drag-and-drop operations are subject to the same validation rules as manual edits. If the move would create a conflict, the system will display a warning.

Notifications

Assignment changes can trigger notifications to affected parties:

Change	Notification	Recipient	Configurable
Status: Draft to Scheduled	Assignment confirmation	Caregiver	Yes
Unit or Facility change	Reassignment notice	Caregiver	Yes
Dates changed	Schedule update	Caregiver	Yes
Assignment cancelled	Cancellation notice	Caregiver	Yes (default: on)
Shift type changed	Schedule update	Caregiver	Yes

Notification preferences are configured under Event Settings > Notifications.

Best Practices

1. Use Draft status for flexibility. Keep assignments in Draft until placements are confirmed with the facility. This avoids sending premature notifications to caregivers.
2. Cancel and recreate rather than heavily editing. If multiple fields need to change on a Scheduled or Active assignment, cancelling and creating a new assignment provides a cleaner audit trail.
3. Leverage drag-and-drop for quick reassignments. The Unit View is particularly useful during on-site operations when real-time unit changes are needed.
4. Document cancellation reasons consistently. Consistent use of cancellation reasons enables reporting and trend analysis across events.
5. Review the change log after bulk operations. After a bulk edit, spot-check a few assignments to verify the changes were applied correctly.
6. Communicate with on-site supervisors. When reassigning caregivers, ensure the on-site supervisor at both the source and destination units is aware of the change.