Scheduler Guide

As a scheduler you own the month: defining shift types, keeping the roster current, building drafts, and publishing so providers can sync their calendars. CAIER gives you both a manual grid and CASE, the production scheduling engine. CASE applies hard rules first, then balances coverage, FTE, fairness, and stated preferences without exposing proprietary scoring details.

1. Define shift types under Manage shifts — Day / Evening / Night, start/end times, allowed weekdays.
2. Confirm the roster under Physicians — FTE, credentials, seniority.
3. Set preferences and rules under Rules — max consecutive nights, weekend fairness, holiday policy.
4. Enable the right holidays under Holidays.

Tip: On Complete tier you can add rules by voice — tap the mic in the Rules editor and speak a constraint.

Manual (Essentials)

1. Open Schedule and pick the month.
2. Click a cell to assign a provider to a shift slot.
3. Use the coverage strip to spot gaps.
4. Press Review & publish when finalized.

CASE Build (Intelligence / Complete)

1. Open Schedule, pick the month and locations, then click Build schedule. Selected locations build together by default.
2. CASE fills every eligible slot by default. Approved time off, hard opt-outs, locks, credentials, rest rules, and location restrictions remain protected.
3. Review the draft; click any cell to reassign or drag providers to adjust.
4. Use the build summary to review open slots, under-target providers, blocked writes, and any time-limit warning.
5. Click Review & publish when satisfied. Providers get notified and can sync their calendars.

Date pins

• Click the pin in a date header to request that a provider work that date. Pins are especially useful for holidays.
• A hard pin reserves an eligible assignment; a soft pin is a preference. CASE chooses the shift on that date.
• Pins never override approved time off, credentials, overlap rules, or other hard safety rules.

Trim shifts above FTE

• Trimming is off by default, so CASE attempts to fill every eligible shift.
• If your organization wants the draft limited to available FTE, turn on Apply the trim list automatically in Rules.
• After CASE builds, trimming reopens the safest, easiest-to-refill assignments first. It protects locks and near-term shifts, keeps providers at their preferred-FTE floor and never below required FTE, and leaves every removed slot open.
• When automatic trimming is off, use Schedule actions → Trim shifts above target to preview and approve the same process manually.

• Provider preferences include shift/day preferences, hard opt-outs, required and preferred FTE, streak limits, and personal religious holidays or birthdays as soft preferences.
• Night plans combine each provider's FTE share across locations, track planned frequency and anchors, and protect at least 24 hours after a night while preferring longer recovery after blocks.
• For multi-location teams, set each provider's allowed locations, primary location, and optional FTE share. Build all selected locations together, or stage one location for review first.
• Certifications are profile labels; shift eligibility is controlled by credentials.

New to CAIER mid-month? Import the current schedule so providers see continuity.

1. Open Upload schedule.
2. On desktop: drop an Excel, CSV, or PDF.
3. On mobile: tap Take a photo of the schedule and snap the printed rota.
4. Review AI-detected physicians and shifts; fix any name mismatches.
5. Confirm to import into the month.

Tip: iPhone HEIC photos are auto-converted. If a photo fails, avoid glare, keep the page flat, and rotate upright before retrying.

• My requests (provider view) — providers submit swap and time-off requests.
• Requests (scheduler view) — approve, deny, or auto-swap.
• Approved swaps update the published schedule and re-sync calendars automatically.

1. Publish makes the month visible to providers.
2. Providers subscribe to a private iCal URL from My schedule → Sync calendar.
3. Re-publishing pushes updates to every subscribed calendar within ~15 minutes.
4. Use Replace this month if you need to overwrite with a new import.

Open Insights for circadian alignment and use Reports for hours-based night, weekend, holiday, FTE, and coverage comparisons. Schedule Review and Schedule Quality explain the current draft; Rebalance previews proposed changes before anything is applied.

• Draft won't build → check that every shift type has ≥1 eligible provider.
• Provider missing from picker → confirm they're active on the roster.
• Calendar not updating → have the provider re-copy the iCal URL from My schedule.