Call Schedule

Overview

The call schedule editor is where you assign residents to call slots. You can assign manually, use the automatic scheduler, or import from a spreadsheet. It is the central tool for building and managing your program’s call assignments.

Opening the editor

From the dashboard, click on a schedule block to open the call schedule editor. Each block has its own call schedule — you work on one block at a time.

The call grid

The editor displays a grid with dates as columns and call roles as rows. Each cell in the grid is a slot that can be assigned to a resident.

• Color-coded assignments — Each resident has a unique color, making it easy to scan the grid and identify who is on call at a glance.
• Empty slots — Unassigned cells appear as open slots, ready for assignment.
• Conflict indicators — Slots that violate scheduling rules are flagged so you can address them.

Manual assignment

To assign a resident to a slot manually:

1. Click an empty slot in the grid.
2. Select a resident from the dropdown. The dropdown shows eligible residents based on your program’s rules.
3. The assignment is saved immediately — no need to click a separate save button.

You can also drag residents between slots to reassign them. This is useful for quick adjustments when you need to swap or move assignments around.

Automatic schedule generation

The automatic scheduler fills open slots while respecting all of your program’s rules:

1. Click Generate Schedule.
2. The scheduler runs and produces a preview of proposed assignments.
3. Review the preview — it shows which slots would be filled and highlights any that could not be assigned, along with the reasons why.
4. Click Apply to accept the assignments.

The scheduler respects all configured rules, including time-off requests, PGY-level restrictions, call limits, consecutive call limits, service exclusions, and more.

Validation

Click Validate Schedule to check the current schedule for conflicts. The validator reports two categories of issues:

• Errors (blocking) — Problems that must be fixed, such as double-bookings or rule violations.
• Warnings (informational) — Issues worth reviewing but not strictly blocking, such as call imbalances or minor coverage gaps.

Address all errors before publishing. Warnings are at your discretion.

Call count summary

Switch to the Call Counts tab to see a breakdown of each resident’s call load:

• Total call count for the block
• Calls per month
• How balanced the distribution is relative to the program average

This view helps you verify that calls are distributed fairly before publishing.

Saving versions

You can save a version snapshot at any time without publishing it to residents. This is useful for checkpointing your work as you build the schedule.

1. Click Save Version in the action bar.
2. A snapshot of the current schedule is saved and the version counter is incremented.
3. The schedule remains editable — saving does not lock anything.
4. Residents will not see the saved version. They continue to see the last published version (if one exists).

The status badge in the header shows the current state, for example “Saved (v3) · not published” or “Draft · saved v3, published v2”.

Downloading a PDF

You can download a PDF of the call schedule at any time, regardless of whether the schedule has been published.

1. Click Download PDF in the action bar.
2. A PDF is generated from the current live data (exactly what you see in the editor).
3. The file downloads automatically.

This is useful for sharing a draft with colleagues, printing a copy for the call room, or archiving a version offline.

Publishing

When you are ready for residents to see the schedule, publish it:

1. Click Publish Schedule.
2. The system saves a version snapshot, locks the schedule, and sends an email notification to all assigned residents with the call schedule PDF attached.
3. The published schedule is visible to all residents from their My Schedule page.

Unpublishing

After publishing, you can unpublish the schedule to make further edits:

1. Click Unpublish.
2. The schedule enters draft mode — you can edit slots freely.
3. Residents continue to see the last published version until you publish again.

This allows you to iterate on changes without disrupting what residents see.