Using the Scheduler

1. Go to the orange Shifts tab.

2. Click on the Schedule link.

• The calendar offers four different views: Month, Week, Day, and List. Each view displays your calendar information in a slightly different format, so you can switch between views depending on your needs, or stick with your favorite. The calendar automatically remembers which view you were looking at the last time you logged in--as well as the date range and filters--so you can leave and come back without losing any of your viewing or filter preferences.

• To navigate Month, Week, and Day view, use the < and > buttons (on the left side of the bar) to move to the previous or next Month, Week, or Day. To jump quickly to a new date range that is further in the future or past, click the pencil icon, select the month, week, or day you want to view, and click Go.  You can always get back to the current date by clicking the Today button.

• To navigate List view, use the date pickers to enter a custom date range and click Go.

• Each view displays a different level of detail, but you can always access the following info from every view by clicking on a specific shift:

  • type of shift (field/clinical/lab)
  • date
  • start time
  • duration
  • site
  • department/base
  • number of open and closed slots
  • signup window information
  • drop/cover/swap permissions
  • notes
  • names of any people who are already signed up for the shift -  including students, preceptors, and instructors
  • (If you have the correct permissions, you can also access additional contact and Compliance information about each student by clicking on their names.)

 

Understand the Scheduler icons

• There are two types of open slots: ones that are visible to students (students are allowed to sign up themselves) and ones that are invisible to students (students cannot sign up on their own but can be assigned to the shift by an instructor). The number of icons represents the number of open slots that are available for each shift.

• There are two types of filled slots: a student that is compliant for this shift (all requirements assigned to them for this shift have been met, or they have not been assigned any requirements) and a student that is non-compliant for this shift  (one or more requirements assigned to them for this shift have not been met). The number of icons represents the number of compliant and non-compliant students that are on each shift.

• If your students use Skills Tracker, you can click the Skills Tracker icon  next to their name to visit their Skills & Pt. Care page for that shift.

• There are three types of shifts, defined by which type of site they take place at: Field , Clinical , and Lab . The total number of each type of shift is displayed for each day.

• On Month and Week view, shifts are displayed as bars. The color of the bar indicates which type of shift it is, and the pattern indicates whether it is full  (dashed lines) or still has at least one available slot  (solid colors).

• If you use Shared Scheduler, the shifts that are shared within your network are indicated by the Shared icon . It is possible that a shift can become unshared after students are already on it. These shifts are indicated by the No Longer Shared icon .

• If you allow your students to create their own shifts, those shifts are indicated by the Quick Add Shift Created by a Student icon . If you create a shift for your student from the Skills Tracker, it will be indicated by the Quick Add Shift Created by an Instructor icon .

 

Use the Scheduler filters

You can customize which shifts are displayed on the calendar by using the Scheduler filters.

1. Click on the gray Filter bar.

2. Select one or more items in any or all sections of the filters. The combination of your selections will determine which shifts the calendar displays.

Locations: Limit by sites, bases, and preceptors.

Available Shifts: Turn available shifts on to display shifts that have at least one open slot. You can further limit available shifts by selecting Certification Levels and Student Groups below. (For instance, if you turn available shifts on and select the Paramedic certification level, the calendar will display shifts that are available to Paramedic students.) Turn available shifts off to hide them.

Chosen/Assigned Shifts: Turn chosen/assigned shifts on to display shifts that have at least one filled slot. You can further limit chosen/assigned shifts by selecting Certification Levels, Student Groups, Graduation Date, and specific Students below. (For instance, if you turn chosen/assigned shifts on and select a specific student, the calendar will display shifts that are chosen by/assigned to that student.) Turn chosen/assigned shifts off to hide them.

Note: by turning both Available Shifts and Chosen/Assigned Shifts on, your calendar will display both available shifts that match your selections in that section and chosen/assigned shifts that match your selections in that section. To view available shifts only, turn available shifts on and chosen/assigned shifts off. Vice versa, to view chosen/assigned shifts only, turn chosen/assigned shifts on and available shifts off. (If you turn both off, your calendar will not display any shifts.)

3. If you would like to clear out your selections at any time (so you can see all shifts), click the gray Reset Filters button.

4. Once you have made your selections, click the green Go button to reload your calendar.

Watch this video to see the filters in action:

Filters Tutorial from Fisdap on Vimeo.

 

 

Add shifts

To add shifts to the Scheduler,

1. Go to the orange Shifts tab.

2. Click on the Schedule link.

3. Click on the + Field Shift, + Clinical Shift, or + Lab Shift button, depending on which type of shift you want to add.

4. Enter all of the information about the shift or series of  shifts you are adding (only the first Shift Details tab is required), and click Create Shifts.

Custom Shift Name: If you would like, enter a custom name for your shift, so you can easily identify it on the calendar later. This field is optional.

Site: Use the drop down menu to select the site where this shift will occur.

Base/Department: Use the drop down menu to select the base (Field/Lab) or department (Clinical) where this shift will occur.

Start Time: Enter the time that the shift begins, using the 24 hour clock.

Duration: Enter the length of the shift in hours. You can use decimal values (eight and a half hours should be typed as 8.5).

• # Students who can go: Enter the total number of students who are allowed to attend this shift.

• Date(s): Select the date (or dates, if you are creating a series) that the shift will take place on. By default you can see three months at a time. Use the << Previous and Next >> links to navigate, or click the 6 or 12 links below the calendars to see up to one year at a time.

  • Non-Repeating Shift:

Use the calendars to select the date the shift will occur.

 

 

  • Daily Repeating Shift:

Use the calendars to select the date on which the FIRST shift in this series will occur. Turn repeats on.

By default, if you select only one day, the shift will repeat every day, but you can change that setting by selecting a different interval from the drop down menu (so if your shift repeats every other day, select 2). Use the date picker to set the end date of this series. You will see the repeating pattern reflected in the selected days on the calendars. If you would like to remove any of the selected days, or add more days, you can do so by clicking those dates on the calendars.

Example of scheduling a shift, beginning February 3, 2014, that repeats every 2 days until March 13, 2014:

 

  • Weekly Repeating Shift:

Use the calendars to select the dates on which the first week’s shifts in this series will occur. For instance, if your shift takes place on Monday/Wednesday/Friday, select the dates of the first Monday, Wednesday, and Friday in the series. Turn repeats on. By default, it is set to repeat every week, but you can change that setting by selecting a different interval from the drop down menu (so if your shift repeats every other week, select 2). Use the date picker to set the end date of this series. You will see the repeating pattern reflected in the selected days on the calendars. If you would like to remove any of the selected days, or add more days, you can do so by clicking those dates on the calendars.

Example of scheduling a shift, beginning February 3, 2014, that repeats weekly every Monday, Wednesday and Friday until March 13, 2014:

 

  • Monthly Repeating Shift:

Use the calendars to select the dates on which the first month’s shifts in this series will occur. For instance, if your shift takes place on the 1st and 15th of multiple months, select those dates on the first month in the series. Turn repeats on. By default, it is set to repeat every month, but you can change that setting by selecting a different interval from the drop down menu (so if your shift repeats every other month, select 2). Use the date picker to set the end date of this series. You will see the repeating pattern reflected in the selected days on the calendars. If you would like to remove any of the selected days, or add more days, you can do so by clicking those dates on the calendars.

Example of scheduling a shift, beginning February 1, 2014, that repeats monthly on the 1st and 15th of every month through the end of June 2014. Keep in mind that if you'd actually wanted to schedule the first and third Saturdays of each month, you should instead select only 2/1/14 and then set the calendar to repeat weekly every 2 weeks.

 

  • Custom Repeating Shift:

If your shift takes place on multiple dates, but does not repeat in a pattern, use the calendars to select each date, one by one.

 

• Shared Scheduler Options: If you are part of a sharing network and are an Admin for the site where this shift will take place, you can set the sharing options. To share this shift with other programs in your network, turn Share Shifts on. (If you only want people from your program to see this shift, turn Share Shifts off.) By default, this shift will be shared with all the other programs in your network. To change who you are sharing with, click edit. Programs that are selected in this list will receive the shift. Programs that are not selected in this list will not receive the shift.

You can also specify which certification levels are allowed to attend this shift. Limits set here will affect all programs receiving the shift and cannot be overridden. (If you limit the shift to Paramedic students here, instructors from the other programs in your network will only be able to assign Paramedic students to the shift--and not EMT students.)

• Assign Preceptors and Instructors: Select one or more Preceptors and Instructors from the menus to assign them to this shift.

• Assign/Drop Students: You can assign one or more students (as many as the number of open slots will allow) to the shift or series of shifts you are creating. Click the gray Assign/Drop button. Select student names and move them into the Selected Students list to assign them, or into the Available Students list to drop them from the shift. (If you have a long list of Available students, you can use the filters to narrow it down, or type a specific student’s name in the search box.) Once you have assigned your students, click Ok.

• Students Can/Cannot Sign Up: If students are allowed to sign up for this shift, flip the button to can. If students are not allowed to sign up for this shift (meaning they can only be assigned by an instructor), flip the button to cannot. You can configure the default signup setting for each type of shift on the Scheduler Settings page (but you can always override the default on a per-shift basis here).

• Signup Windows: If students can sign up for this shift, Signup Windows allow you to set the timeframes during which they are allowed to do so. By default, there is one signup window that opens “today” and closes one week prior to the shift (or each shift in the series), and allows any of your students to sign up during that time.

You have lots of options when it comes to Signup Windows. In addition to changing the timeframes of the default window, you can limit a window by certification level and/or student group. You can also change the “from” and “until” modes for each window - choose from Specific Date, Monthly Date, and Rolling.

Lastly, you can add multiple signup windows to grant priority to different groups by letting them sign up sooner, or for a longer period of time.

• Limit by Certification Level: By default, a new signup window is open to all certification levels in your program (meaning students in any certification level may sign up for this shift). Remove a certification level by clicking the X next to it. Add a certification level by clicking in the blank part of the box and selecting it from the list.

• Limit by Student Group: If you want to limit by student group instead of certification level, use the drop down menu to change Cert Level to Student Group. If you want to limit by student group in addition to certification level (for instance, Paramedics in Student Group B), click the Add Category link. Add one or more student groups by clicking in the blank part of the box and selecting it from the list.

• Change the From and Until Logic for "When can students sign up?": Click the gray from (window opens) or until (window closes) buttons, depending on which mode you would like to change. You'll have the option to Specific Date (a fixed date of your choice), Monthly Date (a specific date during the month prior to each shift), or Rolling (a rolling length of days/weeks/months prior to each shift).

• Add a Signup Window: Click the + Signup WIndow button.

• Deactivating a Signup Window: Turn the signup window off.

• Shift Request Permissions: By default, the drop, cover, and swap permissions match your preferences from the Scheduler Settings page, but you can always override them on a per-shift basis here. To change the drop, cover, and swap permissions for this shift or series of shifts, click the Edit link. Flip the can/cannot and with/without buttons to match your desired settings.

• Notes: Enter any notes you may have about this shift. Notes will appear on the calendar and in most emails regarding this shift.

• Notifications: Students, instructors, and preceptors who are associated with this shift will automatically receive emails about any changes made to the shift. Enter the emails here of anyone else who should be notified of a change. Add multiple emails in a comma-separated list.

 

Cancel shifts

Canceling, or deleting, a shift will remove the shift from the schedules of any students that were signed up for that shift. Deleting a shift will also remove all information associated with the shift including shift history and any student data that was entered.

To delete a shift:

1. Go to the orange Shifts tab.

2. Click on the Schedule link.

3. Click on the shift you want to cancel.

4. Click on the Delete button.

If this shift takes place in the future and is part of a repeating series, you will need to choose whether you want to delete Just This Shift or Multiple Shifts in the Series.

• Just this Shift - deletes only the single shift that you have selected.

• Multiple Shifts in the Series - deletes shifts in the series that take place on the dates you select from the calendars below. (By default, the calendars will select shifts that fall on or after the date of the shift you have selected, but you can select and deselect shifts by clicking on each date, or using the date pickers to select a range.)

5. Click the Continue button to save changes. If students, instructors, and/or preceptors  were scheduled for that shift or group of shifts, they will receive an automatic email alert from Fisdap to notify them that their shift was canceled.

 

Edit shifts

You can only edit shifts in the future. You will not be able to make changes to shifts that have already past. For future shifts, when you click on a shift in the calendar to pop up the shift details window, you'll see an Edit button in the bottom row.

Edit a single shift

If you're editing a shfit that is not a part of a series, you will be taken directly to the Edit shfit page where you can modify any aspect of the shift. If you're editing a single shift that is part of a series, you will see the option to edit "Just this shift." Click that row to advance to the Edit shift page.

 

Extend a series

You can edit an entire series of shifts, and many people use this option to extend a series of repeating shifts.
 
Click the shift you want to edit. If your intention is to extend a series, be sure to edit the series before the last day since you cannot edit shifts in the past.
 
Select the shift you want to change from the calendar and click the Edit button in the shift details window.

From the Which shifts? form, select "Multiple shifts in the series." It's simple to retain the repeating logic of your series since that's the default, but if you do want to keep the repeating pattern, be sure to keep at least one "set" (in this case, Mon/Wed/Fri dates) selected.


 
On the next page, the Edit Shift page, you'll be able to modify any of the detaials about the repeating shifts. To extend the series, click the Extend button to push out the last date of the series.

 

Assign/Remove students

When you're first adding a shift to the calendar, you can assign one or more students (as many as the number of open slots will allow) on the second tab (Assign/Signup) of the Add Shift pages. Click the gray Assign/Drop button.

Select student names and move them into the Selected Students list to assign them, or into the Available Students list to drop them from the shift. (If you have a long list of Available students, you can use the filters to narrow it down, or type a specific student’s name in the search box.) Once you have assigned your students, click Ok.

To assign a student to a shift from the calendar:

  1. Click the shift in the calendar so the shifts detail window opens. 
  2. Click the gray Assign/Drop button.
  3. Select the student's name and move it to the right-side Selected Students box.
  4. Click the Ok button to save your changes. The student(s) will receive an automatic email alert from Fisdap that they've been assigned to the shift.

To remove a student from a shift: 

  1. Click the shift in the calendar so the shifts detail window opens. 
  2. Look for the student's name and click the drop icon  in that row.
  3. Confirm the drop.

Alternatively, if you know you're going to assign a new student while removing another, you can do both those actions in the Assign/Drop window.

  1. Click the shift in the calendar so the shifts detail window opens. 
  2. Click the gray Assign/Drop button.
  3. Find the student you want to remove in the Selected Students box.
  4. Move the student back to the left Available Students box. The student will receive an automatic email alert from Fisdap that they've been removed from the shift.

 

Shift Requests

Shift Request Settings

Depending on your program and shift settings, students may be able to request to drop, swap, or cover shifts they are assigned to or have signed up for.  On the Scheduler settings page, you can set your program defaults for each shift type. Flip the can/cannot and with/without buttons to match your desired settings.

These defaults will be reflected in all new shifts created in the Scheduler, but can be changed for each shift by clicking the Edit link on the Assign/Signup tab of the +Shift page.


 

Respond to Shift Requests

If your program's settings prohibit students from changing their shifts once they're signed up for it, ) your students cannot drop/swap/cover shifts, your students will not see the Request Change button on the shift after they sign up for it.

 

Students who can drop/swap/cover shifts, they will see a Request Change button on the shift details window for shifts they've signed up for.

Example of what the student sees:

 

 

If a shift is set to allow students to drop/swap/cover without permission, all requests will automatically be approved.  

If, however, your program only allow drop/swap/covers with permission, you will need to respond to requests via the Shift Requests page.  Whether you approve or deny the requests, your students will be notified of your decision via email.

Note: Shift requests expire at 12:00AM on the day of the shift-- if a request is still pending at this time, the student originally scheduled will be responsible for attending the shift.

 

To approve or deny shift requests:

1. Go to the orange Shifts tab.

2. Click on the Schedule link and then the Scheduler drop down menu on the right of the top toolbar .

3. Click on Shift Requests. The number of pending shift requests will appear in an orange circle next to this option in the menu.

4. If you have pending shift requests, select the one you'd like to respond to. To save time, you can bulk approve or deny requests by selecting more than one. You can individually check the boxes next to each request or you can use this menu   to make your bulk selection.

5. Whether you're approving or denying one request or 10, once you've selected the shift requests you want to take action on, you'll click either the green Approve # requests or gray Deny # requests buttons.

If you've got a long list of shift requests to search though, you can use the All | Field | Clinical | Lab filters or type in the student's name. This search functionality is exclusively for the Pending requests section.

 

Automatically email the schedule

Fisdap will automatically send regular emails of your students' internship schedules to the people of your choosing, such as preceptors and clinical coordinators.

To print or email a schedule to someone (whether they are a Fisdap user or not!), first use the filters to choose which shifts you want to see. Pick a view (Month, Week, Day, List) and click the Export PDF/Email button at the top of the Scheduler.  Think of this like taking a screenshot of the schedule you want to send. What you see is what you get when you go to send or save the schedule.

 

From the export view screen, you’ll have 3 options:


  1. PDF only - Selecting this option will download a .pdf file to your device.  From there, you can open and print the calendar, or use your preferred email program to attach and send the file to someone.


 

 

  1. One-time email - Fisdap will send a one-time email to the specified recipients containing the schedule you’ve selected as a .pdf attachment.  The file will also be downloaded to your device.


 

  1. Recurring email - Our system will save the information entered for an emailed schedule and send it at the specified interval.  For example, if you selected a week-long schedule, we will send the schedule X days/weeks/months before the start of each week.  


You can go back to edit your recurring emails.

Hover over Scheduler so the drop down list appears and click Recurring emails.

From there, you’ll see a list of the recurring emails that have been saved for your program.  You can expand these to get more information about each email-- calendar view, filter set, and the frequency of your recurring email.


Discontinue an email by clicking on the blue Active toggle.  You can edit email information (subject, recipients, frequency, etc.) by clicking Edit.  Click the gray X to permanently delete an email.


At this time, you cannot edit the filter set (location or view information) after you’ve created an email.  You will need to delete the email and make a new one to change those settings.

 
 

Subscribing to the Scheduler from your personal calendar

You can generate a URL link from Scheduler that will allow you to view Fisdap shifts as events on your personal calendar (for example: Google, Apple, Yahoo!, or Outlook).

Once you start your calendar subscription, changes made to these shifts in Fisdap will be pushed to your personal calendar during periodic updates defined by your calendar service (for example, Google calendar updates at least once every 8 hours).

With the subscription, your personal calendar will update with future shifts you add that match the filter settings you’ve selected. And, on the flip side, if you delete a shift, it will also be removed from your personal calendar once it updates.

Note: The link you generate can be used multiple times to subscribe from different calendars. That means you can share your link with other people whom you would like to give access to view those shifts on their own calendar. If for any reason you want to revoke their access later, you will need to delete that link from the Manage Subscriptions page, and set up a new link for your own use if necessary.

To generate a link:

1. Go to the orange Shifts tab.

2. Click on the Schedule link.

3. Set your Filters to reflect the type of shifts you would like to add to your personal calendar. Note: You can set up multiple links with different groups of shifts based on your different filter settings. Generating different links will allow you to color code each group in your personal calendar or turn on/off viewing them from your personal calendar. This is particularly useful if you want to group shifts by site, student groups, etc.

4. Click the Subscribe button at the top of Scheduler.

5. Enter a name for your calendar (optional).

6. Click the green Generate link button.
Note: Your subscription will include chosen shifts matching your filters that occur during a rolling window from 1 month prior through the following 3 months (based on the current date).

7. Copy the link and follow your calendar service’s instructions in order to subscribe.

Google CalendarApple iCalYahoo CalendarMicrosoft Outlook

Note: You can manage all of your links at any time from the [Manage Subscriptions] page.

 

Google Calendar

To subscribe to Fisdap shifts from your Google calendar:

1. Log into your Google account and go to your calendar.

2. Click the down-arrow next to Other calendars.

3. Select Add by URL from the menu.

Add calendar by URL - Google Calendars

4. Enter the URL generated by Fisdap in the field provided.

5. Click Add calendar. The calendar will appear in the Other calendars section of the calendar list to the left.

Note: It may take up to 8 hours for changes made in Fisdap to reflect in your Google Calendar.

 

Apple Calendar

To subscribe to Fisdap shifts from your Apple calendar:

On your computer

1. Open iCal.

2. In the menu bar, click Calendar, then click Subscribe.

Apple iCal

3. Enter the URL generated by Fisdap in the field provided.

Apple iCal

4. Click Subscribe.

5. Enter a name for the calendar in the name field and choose a color from the pop-up menu.

6. Click Ok.

 

On your mobile device

1. Open Settings.  Settings Icon - Apple

2. Tap on Mail, Contacts, Calendars, then Add Account.

help-applemobile-1.PNG   Apple Mobile

3. From the account list, tap on Other, then Add Subscribed Calendar.

Apple iCal  Apple iCal

4. Enter the URL generated by Fisdap in the field provided.

Apple iCal

5. Tap Next.

6. Make sure Use SSL is set to On (all other settings are optional), and tap Save.

 

Yahoo! Calendar

To subscribe to Fisdap shifts from your Yahoo! calendar:

1. Log into your Yahoo! account and click the Calendar icon Calendar button in the left navigation column.

2. In the Calendars column, click the Manage Subscriptions icon next to Subscribed.

3. Select Subscribe to Other Calendars.

4. Enter a name for your calendar.

5. Enter the URL generated by Fisdap in the field provided.

6. Select a color for the calendar.

7. Select Refresh and Remind options.

8. Click Continue.

 

Outlook Calendar

To subscribe to Fisdap shifts from your Outlook calendar:

1. Open Outlook.

2. On the File or Tools menu, then click Account Settings.

AccountSettingsOutlook.JPG

3. Click the Internet Calendars tab.

InternetCalendarOutlook.JPG

4. Click on New.

5. Enter the URL generated by Fisdap in the field provided.

6. Click Add.

Note: The calendar opens in side-by-side view in the Outlook Calendar and is added to the Navigation Pane in Calendar view under Other Calendars. The calendar will check periodically for any updates made by the calendar publisher.

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