Duplicating a block schedule can save time and ensure consistency when setting up schedules for a new academic year. Follow these simple steps to duplicate an existing block schedule:
Step 1: Go to the Organization Level
First, make sure you are navigating from the organization level (not a specific team). This ensures you’re accessing the complete list of block schedules available to your organization.
Step 2: Click on the "Block Schedules" Tab
Once at the organization level, locate and click on the "Block Schedules" tab in the left-hand menu. This will bring up a list of all block schedules associated with your organization.
Step 3: Select the Block Schedule to Duplicate
Find the block schedule you want to duplicate. Next to its name, click on the three vertical dots (also known as the "more options" menu).
Step 4: Click "Duplicate Block Schedule"
From the drop-down menu, select "Duplicate Block Schedule". The system will then create a copy of the selected block schedule. You’ll be prompted to give it a new name—this can be helpful to identify it by academic year, department, or any other relevant criteria.
Step 5: Make Any Needed Edits
Once duplicated, you can modify the new block schedule as needed—adjusting rotations, dates, or associate assignments without affecting the original schedule.
Recommended settings: Keep all checkboxes marked for best results
To ensure the system works optimally and all functionalities are visible, we recommend keeping all checkboxes marked when duplicating the previous Block Schedule (e.g., Copy blocks, copy rules).
When creating a new block schedule, we also recommend following the 5-step setup process carefully. This includes:
Block Definition
Rotation Definition
Rotation Limits
Associate Selection
Rule Definition
Block Definition
Start by entering the number of blocks along with the start and end dates for the academic year.
Rotation Definition
Here, you can:
Set the Name of the rotation so it's clearly identified in schedules and reports.
Choose a Color to help visually distinguish the rotation in the calendar view.
Define Associate Requirements such as the minimum and maximum number of associates needed and other assignment criteria.
In the Rotation Limits section, you can define how many times an associate can be scheduled for a specific rotation within a given academic year. This feature helps ensure fair distribution and prevents over-scheduling for demanding rotations.
In the Associate Selection step, you can add the residents or associates who will be part of the block schedule. Simply click on "Add Associates", use the search bar to find them by name, and select the ones you'd like to include.
In the Rule Definition step, you can view any rules currently applied to your block schedule, such as rotation limits or PGY restrictions. You can also create new rules to ensure scheduling follows your program’s specific requirements.
And that’s it! 🎉 Once you’ve reviewed everything, simply click the blue "Continue" button at the bottom right—and you’re ready to go. Your new block schedule is now set up and good to use!