Shift Requirements

Shift requirements define how many caregivers are needed for each combination of facility, unit, specialty, and shift type. These numbers drive the fill rate calculations and are essential for tracking whether an event is fully staffed.

🔒Requires permission: Events.Update

Concepts

What Is a Shift Requirement?

A shift requirement is a numeric value representing the number of caregivers needed for a specific:

• Facility (e.g., Memorial General Hospital)
• Unit (e.g., ICU)
• Specialty (e.g., RN - Critical Care)
• Shift Type (e.g., Day, Night, Evening)

For example: "Memorial General Hospital > ICU > RN - Critical Care > Day Shift = 12 caregivers needed."

Shift Types

The system supports the following standard shift types:

Shift Type	Typical Hours	Abbreviation
Day	7:00 AM - 7:00 PM	D
Night	7:00 PM - 7:00 AM	N
Evening	3:00 PM - 11:00 PM	E

note

Shift type definitions and hours may vary by client and event. The examples above reflect common healthcare shift patterns.

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Viewing Shift Requirements

1. Open the event and navigate to the Requirements / Fill Rate tab.
2. The requirements grid displays a hierarchical view:

Facility
  |-- Unit
        |-- Specialty
              |-- Day:    [Required] / [Confirmed] = [Fill %]
              |-- Night:  [Required] / [Confirmed] = [Fill %]
              |-- Evening:[Required] / [Confirmed] = [Fill %]

3. Each row shows the required count, the confirmed (filled) count, and the fill rate percentage.

Grid Columns

Column	Description
Location	The facility/unit/specialty hierarchy, displayed as an expandable tree.
Shift Type	Day, Night, or Evening.
Required	The number of caregivers needed.
Confirmed	The number of caregivers in Confirmed status for this slot.
Fill Rate	(Confirmed / Required) x 100%. Color-coded by threshold.
Source	Whether the value was set manually, auto-calculated, or locked.

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Setting Requirements Manually

Individual Entry

1. Navigate to the Requirements / Fill Rate tab.
2. Expand the facility/unit/specialty hierarchy to the row you want to set.
3. Click on the Required cell for the target shift type.
4. Enter the number of caregivers needed.
5. Press Enter or click outside the cell to save.

Bulk Entry

For faster data entry when setting requirements across many rows:

1. Click Bulk Edit at the top of the requirements grid.
2. A spreadsheet-style editing mode activates, allowing you to tab between cells.
3. Enter values for multiple rows and shift types.
4. Click Save All to commit your changes.

tip

Use the Bulk Edit mode when initially setting up requirements for an event. It is significantly faster than editing individual cells.

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Auto-Calculation from Imports

When caregivers are imported via CSV, the system can auto-calculate shift requirements based on the imported data.

How Auto-Calculation Works

1. During import, each caregiver row includes a facility, unit, specialty, and (optionally) shift type.
2. The system counts the number of caregivers assigned to each facility/unit/specialty/shift combination.
3. These counts are set as the required values for those combinations.

Example

If a CSV import contains:

Facility	Unit	Specialty	Shift
Memorial General	ICU	RN - Critical Care	Day
Memorial General	ICU	RN - Critical Care	Day
Memorial General	ICU	RN - Critical Care	Day
Memorial General	ICU	RN - Critical Care	Night
Memorial General	ICU	RN - Critical Care	Night

The auto-calculated requirements would be:

Facility	Unit	Specialty	Shift	Required
Memorial General	ICU	RN - Critical Care	Day	3
Memorial General	ICU	RN - Critical Care	Night	2

Auto-Calculation Rules

Rule	Behavior
New combination	A new requirement row is created with the count from the import.
Existing combination (not manually overridden)	The required value is updated to reflect the new count.
Existing combination (manually overridden)	The manual override is preserved. The auto-calculated value is not applied. See Manual Override Preservation.
Existing combination (locked)	The locked value is never changed. See Locking Values.

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Manual Override Preservation

When you manually set a requirement value, the system marks it as a manual override. This protects your intentional staffing decisions from being overwritten by subsequent imports.

How It Works

1. You set "Memorial General > ICU > RN - Critical Care > Day" to 15 (manual override).
2. A subsequent CSV import contains 12 caregivers for that same combination.
3. The auto-calculation would produce a value of 12, but the system detects that the existing value of 15 was manually set.
4. The manual value of 15 is preserved. The auto-calculated value is ignored for this combination.

Identifying Manual Overrides

In the requirements grid, the Source column indicates how each value was set:

Source Label	Meaning
Auto	Value was auto-calculated from import data.
Manual	Value was manually entered or edited by a user.
Locked	Value has been locked and cannot be changed without unlocking.

Clearing a Manual Override

To revert a manually overridden value back to auto-calculation:

1. Click on the Required cell for the target row.
2. Clear the value (delete the number).
3. Press Enter.
4. The system recalculates the value based on current import data and sets the source back to Auto.

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Locking Values

Locking a requirement value prevents any changes — manual or automatic — until it is explicitly unlocked. Use locks to freeze values that have been finalized and approved.

Locking a Value

1. Navigate to the row in the requirements grid.
2. Click the lock icon next to the Required cell.
3. The cell displays a lock indicator and the Source column changes to Locked.

Unlocking a Value

1. Click the lock icon again to unlock.
2. The value becomes editable and the source reverts to its previous state (Manual or Auto).

When to Use Locks

Scenario	Recommendation
Client has approved the staffing plan.	Lock all requirements to prevent accidental changes.
A specific shift has been finalized but others are still in flux.	Lock only the finalized rows.
Event is in Active status.	Consider locking all requirements to maintain operational stability.

caution

Only users with the Events.Update permission can lock or unlock requirement values. Locked values are immune to both manual edits and auto-calculation updates.

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Aggregated Views

The requirements grid supports viewing data at different levels of aggregation:

View Level	What It Shows
Event Total	Sum of all requirements and confirmations across the entire event.
By Facility	Aggregated requirements and fill rates per facility.
By Unit	Requirements and fill rates per unit within each facility.
By Specialty	The most granular view — requirements per specialty within each unit.
By Shift Type	Within each specialty, broken down by Day, Night, and Evening shifts.

Click the expand/collapse arrows to drill into or summarize the data.

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Permissions Reference

Action	Required Permission
View shift requirements and fill rates	Events.FillRate
Set or edit shift requirements	Events.Update
Lock or unlock requirement values	Events.Update
Trigger auto-calculation (via import)	Caregivers.Import

Troubleshooting

Requirement value was unexpectedly overwritten

Check whether the value was set as Auto (not manually overridden). Auto values are updated when new imports are processed. To prevent this, manually set the value or lock it.

Cannot edit a requirement cell

The value may be locked. Look for the lock icon. If you have the Events.Update permission, click the lock icon to unlock it before editing.

Auto-calculated values seem incorrect

Auto-calculation counts caregivers in the imported data for each facility/unit/specialty/shift combination. If the CSV contained unexpected facility or unit names (e.g., due to misspelling), the counts may be split across multiple rows. Check the Facilities tab for duplicates.