All physicians and residents must be added to your Organization first. Once they are registered at the organizational level, you can then assign them to specific Teams or Sub-groups.
Adding an associate to an organization
Step 1: Access the Organization Dashboard
You can enter the Organization Dashboard in two ways:
From My Calendar: Click the organization name directly on your personal landing page.
From any Team Calendar: Use the organization link in the top navigation bar.
Step 2: Navigate to the associates tab
Step 3: Click "Add New Associate"
Step 4: Enter Associate Details
Complete the following fields for each physician or resident:
Name: Enter the associate's full name.
Invitation Email: If provided now, the user will be immediately invited to the system. You may leave this blank and send the invitation later.
Role (Optional): Use this to visually label the associate (e.g., Chief Resident or Attending). This is especially helpful during block scheduling.
Associated Color: Assign a unique color to the associate for easy identification on the calendar.
Click "Create" to finalize the associate’s profile. You will then be directed immediately to their Organizational Profile Page.
Step 5: Assign Associate Permissions
Determine the appropriate access level for your new physician or resident:
Administrator: Grants full control to manage schedules, members, and settings.
Viewer: Provides "read-only" access to the organizational or team calendars.
You can customize these roles independently at both the Organization and Team levels to ensure clinicians have the right amount of oversight.
Adding Associates to Teams
Now that your physician or resident has been added to the organization, you can assign them to specific clinical teams.
You can access your Teams in two ways:
From My Calendar: Click on any specific team name from your main dashboard.
From the Organization Page: Select the "Teams" tab to see a full list of all departments and units.
Step 1: Navigate to the Team's Associates Tab
Open your specific team dashboard and select the "Associates" tab from the top menu.
Step 2: Click "Add New Associate"
Select the "Add New Associate" button to bring up your organizational list.
Note: If you have already assigned the physician as a Viewer or Administrator for this team, they will already be listed. You do not need to add them again.
Step 3: Select from the Organization List
Choose the appropriate physician or resident from your existing Organizational Associates list. This connects their global profile to this specific team’s scheduling rules and calendar.
Step 4: Define Shift Eligibility and Working Periods
Complete the associate’s profile by assigning their specific clinical roles and active dates:
Qualifications: Select the types of shifts this physician or resident is authorized to work.
Examples: Gastroenterology On-Call, Endoscopy Block, or Consults.
This ensures the auto-scheduler only assigns them to duties they are clinically qualified to perform.
Tours of Duty: Assign the relevant working periods or rotation cycles (e.g., specific block dates) to define when they are active on this team.
Congratulations! Your associate is now fully integrated into the team with the correct permissions, qualifications, and Tours of Duty.
They are now ready to be factored into your automated schedules or manually assigned to clinical shifts.