How to: Manually assign a member to an open shift

Overview

There are times when you’ll want to manually assign a specific member to a shift rather than using the automated shift-filling process. This article walks you through how to manually assign someone to cover a PTO slot on the schedule.

Prerequisites

• Scheduler or Admin access

• The member must already be marked out (e.g., PTO, Sick, Military Leave)

• Replacement member must be eligible to work the shift

Step-by-Step Instructions

1. Open the Schedule Page

• Navigate to the Schedule tab

• Locate the member who is marked with PTO (or another time off)

2. Begin Editing the PTO

• Click on the member’s 3 dot's icon to Edit

• On the edit screen, highlight the member again and click Edit a second time to access time off settings

3. Review PTO Status

• Review or change the PTO Type if needed

• Focus on the Status options:

  • Do Not Fill – no coverage needed

  • Filled – already filled

  • Open – shift needs to be filled

  • Requested – awaiting member acceptance

  • Ordered – mandatory assignment

4. Assign a Member

• Select Filled as the PTO Type

• Choose the member you want to assign to the open shift

• Click Save

5. Confirm on Schedule

• Return to the Schedule Page

• You’ll see the original PTO reason, and the name of the assigned member will appear in green text, indicating they have been manually placed into the shift

Swaps

To manually swap a member on the schedule the PTO Type selection must be set to swap and a member who will be swapped into the position will be manually entered.

Example Use Case

You need to ensure a specific paramedic covers a shift for someone on sick leave. Rather than running an automated fill, you select and place that individual directly using this method.

Tips & Best Practices

• Only use manual assignment when the replacement is confirmed and approved

• Use Ordered when assigning a member without their prior consent

• Always review color indicators to confirm proper scheduling status