Event Management Overview

Events are the central organizing unit in HCSS Events Platform. Each event represents a strike event at a healthcare facility (or group of facilities) that requires temporary staffing coverage. Every piece of data in the system — facilities, units, specialties, candidates, surveys, travel logistics, and on-site operations — lives under an event.

What Is an Event?

An event captures everything needed to plan, staff, and execute a healthcare strike response:

Component	Description
Basic Information	Event name, client name, start and end dates, and description.
Facilities	The hospitals or care sites involved, organized in a three-level hierarchy: Facility, Unit, and Specialty.
Candidates / Caregivers	The healthcare professionals being mobilized to fill staffing needs during the strike.
Shift Requirements	The number of staff needed per facility, unit, specialty, and shift type.
Fill Rate	Real-time tracking of how many required positions have been confirmed.
Surveys	Questionnaires sent to candidates to collect availability, credentials, and preferences.
Letter of Understanding (LOU)	The formal agreement documents sent to and signed by candidates.
Travel	Flight, hotel, and ground transportation coordination for deployed caregivers.
On-Site Operations	Check-in, badge distribution, orientation scheduling, and day-of logistics.
Work Tracking	Shift-level time and attendance records for deployed caregivers.
Pre-Arrival	Checklists and tasks that must be completed before a caregiver arrives on site.

Event Statuses

Every event moves through a defined lifecycle. The current status controls what actions are available and who can make changes.

Status	Description	Allowed Actions
Draft	The event has been created but is not yet being actively planned. Basic information can be edited freely.	Edit event details, delete the event.
Planning	Active preparation is underway. Facilities, requirements, and candidates are being added.	Import caregivers, set shift requirements, send surveys, manage facilities.
Active	The strike is in progress. On-site operations, travel, and work tracking are the primary focus.	Check in caregivers, track shifts, manage travel, run on-site operations.
Completed	The strike has ended. The event is in a wrap-up phase for final reporting and reconciliation.	Generate reports, finalize work tracking, close out travel.
Archived	The event is closed and read-only. It is retained for historical reference and reporting.	View only. No edits allowed.

Status Transitions

The typical progression is linear:

Draft --> Planning --> Active --> Completed --> Archived

• Moving an event from Draft to Planning signals that staffing work has begun.
• Moving to Active typically coincides with the strike start date.
• Completed is set after the strike end date once wrap-up tasks are finished.
• Archived permanently locks the event. This action cannot be undone.

tip

Only users with the Events.Update permission can change an event's status. Archiving an event requires the Events.Archive permission.

The Event List Page

The event list page is the main landing screen after login. It displays all events the current user has access to.

Key Features

• Search: Filter events by name or client name using the search bar at the top of the list.
• Status Filter: Use the status dropdown to show only events in a specific status (e.g., show only Active events).
• Sort: Click any column header to sort ascending or descending.
• Pagination: Large event lists are paginated. Use the controls at the bottom to navigate between pages.

Columns Displayed

Column	Description
Event Name	The name of the event. Click to open the event detail page.
Client	The hospital or health system client associated with the event.
Start Date	The planned or actual start date of the strike.
End Date	The planned or actual end date of the strike.
Status	The current lifecycle status of the event.
Fill Rate	A summary percentage showing overall staffing fill rate.

Role-Based Visibility

Admin

Admin and

Leadership

Leadership users see all events across all clients.

Scheduler

Travel Coordinator

Supervisor

OnsiteAdmin

Other roles see only the events they have been explicitly granted access to via the Event Access panel.

note

If you cannot see an event you expect to have access to, contact your administrator to verify your event access assignment.

Next Steps

• Creating Events — Learn how to create a new event.
• Event Detail Page — Explore the tabs and features available within an event.
• Importing Caregivers — Add candidates to an event via CSV import.