Manual Shift Adjustments¶

After a rota is generated, you will often need to make manual changes: covering unexpected absences, booking locum doctors, correcting errors, or adjusting individual shifts. The Shift Management page is where all of this happens.

The Shift Management Calendar¶

Navigate to Shift Management from the admin dashboard. The page opens to a month-by-month calendar showing every scheduled shift.

Use the Previous and Next buttons at the top of the calendar to move between months. The current month and year are displayed between the two buttons.

Calendar Layout¶

The calendar shows Monday through Friday (working days only). Each day cell displays:

The date number
A BH badge if the day is a bank holiday
A shift count (e.g. "3 shifts")
An alert icon if the day has staffing issues (red for critical, blue for informational)
Individual shift blocks, colour-coded by type

Colour Coding and Shift Types¶

Shifts are colour-coded in the calendar so you can tell them apart at a glance:

Colour	Shift Type	Description
Blue	Standard	A normal working-day shift
Teal	Duty	Duty doctor shift (on-call responsibility)
Amber	Study Leave	Clinician is on approved study leave
Purple	Coroners	Clinician is doing coroners work

Additional indicators within each shift block:

A padlock icon means the shift is pinned (see Pinning and Unpinning).
An "L" badge (orange) marks a locum booking.
A sad face icon (red) indicates the clinician is off sick for that shift.
"1/2" indicates a half-day shift.
A green tick appears when the shift has been synced to Systm1 (visible only to dashboard admins).

Alerts¶

When a day has staffing alerts, an alert icon appears in the top-right corner of the cell. Red icons indicate critical issues (e.g. understaffing); blue icons are informational warnings. Click the icon to open a modal showing all alerts for that day.

Adding a Shift¶

You can add a shift to any day directly from the calendar.

Standard Workflow¶

Click on a day cell in the calendar. The sidebar on the right updates to show clinicians who are available (or unavailable) for that date.
The sidebar lists each clinician with:
Their name and type (Partner, Salaried, etc.)
Availability status and the reason if unavailable
Current weekly shift count versus their target (e.g. "3 / 4 shifts this week")
Workload status badge (Below Target, At Target, Above Target, No Limit)
Click on a clinician in the sidebar. A "Create Shift" modal opens.
Fill in the modal fields:
Shift Type -- Standard, Duty, Study Leave, or Coroners.
Duration -- Full Day or Half Day.
Status -- Scheduled, Completed, or Cancelled.
Pin this shift -- Checked by default. Pinned shifts survive rota regeneration. See Pinning and Unpinning.
Click Create Shift.

If the clinician is unavailable for the selected date, a red warning banner appears in the modal explaining the reason (e.g. "Not a working day" or "On annual leave"). You can still create the shift, but the warning draws attention to the scheduling conflict.

Editing a Shift¶

To change an existing shift's properties:

Click on a shift block in the calendar. A shift actions modal opens showing the clinician name, date, shift type, and duration.
From the actions modal you can:
Mark as Off Sick / Remove Off Sick -- Toggles the sick flag on the shift. Off-sick shifts show a sick icon and do not count toward minimum staffing.
Delete Shift -- Removes the shift entirely.
Change to Duty or Change to Standard -- Quick buttons to change the shift type without opening the full edit form.
For more detailed edits, use the list view (described below).

List View for Editing¶

The shift management list view provides a tabular layout with filtering and bulk actions. Access it from the Shift Management page. The list view lets you:

Filter by clinician, shift type, status, and date range.
Sort by date, clinician, type, or duration by clicking the column headers.
Edit individual shifts by clicking the Edit link in the Actions column. The edit modal allows you to change shift type, duration, status, and the off-sick flag. The clinician and date fields are read-only; to move a shift to a different date or clinician, delete it and create a new one.

Removing a Shift¶

Removing a Single Shift¶

Click on the shift in the calendar to open the actions modal.
Click Delete Shift.
A confirmation prompt appears. Confirm to proceed.

Bulk Deleting Shifts¶

For removing many shifts at once (e.g. after recording sick leave, or clearing a clinician's shifts before a period of extended leave):

Navigate to the Bulk Delete Shifts tool (linked from Shift Management).
Choose what to delete:
A specific clinician's shifts, or
All shifts for a working term type (All Partner Shifts, All Salaried Shifts, All Locum Shifts, or All Shifts).
Set a Start Date and End Date for the range.
By default, pinned shifts are protected and will not be deleted. If you need to remove pinned shifts as well (e.g. cancelling a locum arrangement), check the option "Also delete pinned shifts."
Click Delete Shifts to confirm.

A confirmation modal shows the list of shifts being deleted and any staffing warnings for affected dates. All bulk delete operations can be undone within 7 days (see Undo).

Locum Bookings¶

Locum shifts have special handling in the system. They bypass normal availability validation and are automatically pinned.

Entering Locum Booking Mode¶

On the Shift Management page, find the Locum Booking Mode toggle in the right sidebar (above the available clinicians list).
Toggle the switch ON. The sidebar switches from the available clinicians list to the Locum Booking panel.

Booking a Locum Shift¶

With Locum Booking Mode enabled, click a day cell in the calendar. The date is highlighted with an orange ring and shown in the Locum Booking panel.
Select a clinician from the dropdown. All active clinicians in the system are listed, regardless of their normal availability or working days. Any clinician can be booked as a locum.
The panel shows the selected clinician's name, type, and selected date.
Click one of the quick action buttons:
Add Duty Doctor Shift -- Creates a Duty-type locum shift.
Add Standard Shift -- Creates a Standard-type locum shift.
The shift is created immediately and appears in the calendar with an "L" badge.

Alternatively, after selecting a clinician from the locum dropdown, you can click the quick action buttons in the sidebar panel. These open the standard Create Shift modal with the Locum Booking flag set. The modal displays an orange banner confirming the shift will be pinned and bypass availability checks. The "Pin this shift" checkbox is locked to checked.

What Makes Locum Bookings Different¶

Validation bypass: Locum shifts skip weekly shift limits, working term checks, and fixed working day restrictions.
Auto-pinned: Every locum shift is automatically pinned so it survives rota regeneration.
Double-booking prevention: A clinician (including locums) can only have one scheduled shift per date. If one already exists, the system rejects the creation.
Staffing counts: Locum shifts count toward minimum staffing requirements just like regular shifts.
Visibility: Locum shifts appear in the public calendar, admin calendar, and ICS calendar feed alongside normal shifts.

Prerequisites for Locum Booking¶

Before booking shifts for a locum clinician, ensure:

The clinician exists in the system with Active status.
The clinician has a WorkingTerm with type "LOCUM" covering the shift date. Without a working term, the system will not allow shift creation.

Pinning and Unpinning¶

What Pinning Does¶

A pinned shift is protected from being altered during rota regeneration. When you run the rota generation process, pinned shifts are left in place while all unpinned shifts are replaced by the new rota.

When to Pin¶

Pin a shift when:

You have manually arranged cover (especially locum bookings) and need it preserved through the next rota generation.
A clinician has a confirmed commitment on a specific date that must not be overwritten.
You have manually corrected a shift and want to prevent the generator from changing it back.

When to Unpin¶

Unpin a shift when:

The original reason for pinning no longer applies (e.g. the locum cover was cancelled).
You want the next rota generation to reconsider that date.

How Pinning Works in the Interface¶

When creating a shift: The "Pin this shift" checkbox is checked by default in the Create Shift modal. Uncheck it if you want the shift to be replaceable.
Locum bookings: Always automatically pinned. The checkbox is disabled and locked to checked.
In the calendar: Pinned shifts display a small padlock icon next to the clinician's name.
Bulk delete: Pinned shifts are protected by default. You must explicitly check "Also delete pinned shifts" to remove them.

Undo¶

The system tracks all bulk operations (bulk deletes and shift swaps) and provides a 7-day undo window.

Undo Window¶

Operations can be undone within 7 days of being performed.
After 7 days, the operation becomes permanent and the "Undo" button is replaced with an "Expired" label.
Each operation can only be undone once.

Accessing Undo History¶

From the Shift Management calendar view, open the Undo History modal. This displays a list of recent bulk operations, each showing:

A description of the operation
The operation type (DELETE or SWAP)
Who performed it and when
An Undo button (if still within the 7-day window) or an Expired label

What Happens When You Undo¶

Undo a delete: The system restores the deleted shifts. It validates each shift before restoring: shifts that would create duplicates or whose working term has expired are skipped with a warning.
Undo a swap: The system reverses the swap, restoring the original clinician assignments and dates for both shifts.

After a successful undo, the calendar refreshes to reflect the restored state.

Shift Swaps¶

You can swap two shifts between clinicians from the list view.

In the list view, select exactly two shifts using the checkboxes.
Click the Swap button in the bulk actions bar.
A validation modal appears showing both shifts side by side with a swap icon between them.
If the swap is valid, review any warnings and click Confirm Swap.
If the swap cannot proceed (e.g. a clinician already has a shift on the target date), the modal shows the issues preventing the swap.

Like bulk deletes, swaps can be undone within 7 days from the Undo History.