Welcome to Mesh AI! Consider this your 101 Guide to achieving operational harmony. We’ve combined our most essential resources here to help you get started quickly.
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On the Web: Click the blue chat button at the bottom of your browser.
On Mobile: Go to More (...) > Help.
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1. Joining your Mesh AI team
First-Time Setup:
Platform: Desktop web browser only.
Note: You cannot complete your initial registration through the mobile app. Please use a computer to accept your team invite.
1. Check your inbox: Once your team administrator invites you to Mesh AI, you will receive an automated email that looks like this:
Troubleshooting: Missing Invitations
Troubleshooting: Missing Invitations
If you haven't received your invite, please try the following:
Verify your email address: Confirm with your administrator which email address they used. It's common for invites to be sent to a different or secondary inbox.
Check your Spam/Junk folder: Search your email for "Mesh AI" to find any filtered messages.
2. Click the "Join the Team" button in your invitation email:
New Users: You will be directed to a registration page to create your account.
Existing Users: You will be prompted to sign in. Once logged in, you can skip to Step 4 below.
3. Fill in your details on the registration screen.
💡 Tip: We recommend using the same email address where you received your invite. If you choose to use a different email, there will be a few additional verification steps at the end of this process.
⚠️ Important: Check you Time Zone
Before finishing, double-check that your Time Zone is correct. Setting this incorrectly will cause shifts and events to appear at the wrong times (or even the wrong days) on your calendar.
4. Verify Your Email (If Applicable)
If you signed up with a different email address than the one that received the initial invite, you must verify your account before you can continue.
Check your inbox: Look for an email with the subject "Activate your account" or similar from Mesh AI.
Click the activation link: This proves you own the email address and officially unlocks your account.
Troubleshooting: Can't find the activation email?
Troubleshooting: Can't find the activation email?
Search your inbox: Use your email app's search bar to look for "Mesh AI."
Check your Spam/Junk folder: High-security filters sometimes misidentify automated verification links.
Wait a few minutes: Occasionally, there is a short delay between registration and the arrival of the email.
Need help? If you still haven't received the activation link after 10 minutes, please contact Mesh AI Support via the blue chat icon on our website.
5. Access Your Teams:
Once you log in, you should automatically be connected to the team that invited you.
Managing Multiple Invites: If you have been invited to multiple departments or locations (for example, "Gold Bay Hospital"), you will see them listed on your dashboard.
To accept an invite: Click the "Join" button next to the organization or team name.
To switch teams: Simply click on the team name from your list to enter that specific schedule.
💡 Note: If your dashboard looks empty, ensure you used the same email address that received the initial invitation.
🔍 Missing an invitation?
If your dashboard is empty after logging in, you likely registered with a different email address than the one your administrator invited. Don't worry—this is easy to fix!
Stay Logged In: Keep your new Mesh AI account open in your browser.
Go Back to the Invite: Open the original "Team Invitation" email in your inbox.
Click "Join the Team": Clicking the button again while logged in will automatically link the invitation to your new account.
Still Need Help?
We are here to support you! If you run into any issues during setup, click the Blue Help Button in the bottom-right corner of your screen to chat with our team.
2. Viewing your schedule
💻 Web App: Your Full Dashboard
When using a desktop browser (Chrome, Safari, Edge, or Firefox), you will land on your My Calendar page immediately upon login. This is your "home base" where you can see your full schedule at a glance.
📲 Mobile Apps: Best for "On the Go"
Once your account is set up, we highly recommend downloading the Mesh AI app for iOS or Android. It only takes a few seconds to install and allows you to manage your schedule, trade shifts, and receive instant notifications.
Download: Available on the Apple App Store and Google Play Store.
Important Note: We do not support using a mobile web browser (like Safari or Chrome on your phone) to access Mesh AI. For the best experience on a smartphone, always use the dedicated app.
Admin Access: Please note that some advanced administrative tools are only available via the desktop web application.
When you open the Mesh AI app, you will land on the "My Schedule" screen. This is your personal dashboard showing all your confirmed shifts across every team you belong to.
Switching Between Teams
If you are a member of multiple teams, you can view each team's full schedule using the Team Carousel at the top of the screen:
Swipe or Tap: Simply touch the team name in the top carousel to slide between different teams.
View Full Schedules: Selecting a team name will show you that specific team’s published calendar beyond just your personal shifts.
Changing Your View
You can customize how you see your shifts by using the View Toggle (icon located in the top-right corner):
Full Calendar View: Best for seeing your month at a glance.
Agenda View: A streamlined list of your upcoming shifts—perfect for a quick daily check.
3. Creating a request from the web
A Request is how you communicate your work preferences or requirements before a schedule is built. Most commonly, physicians use Requests to book vacations, time off, or specific shift preferences. While typically submitted by members, administrators can also submit requests on a member’s behalf.
To ensure your preferences are included in the upcoming schedule, please submit all requests before the scheduling process begins.
While your team may use custom categories, common request types include:
Vacation: Extended time away.
Require Off: Mandatory time off (non-negotiable).
Prefer Off / Prefer On: Shift preferences that help administrators understand your ideal schedule.
These categories help your administrator prioritize and categorize your needs during the scheduling process.
Submitting a Request (Web)
To enter your time-off needs or work preferences, navigate to your My Calendar page.
Select Dates: Click a single day or click-and-drag across a date range.
Add Request: In the window that appears, click "+ Add Associate Request".
Fill in Details: Select the team and the type of request (e.g., Vacation, Prefer Off).
Understanding Request Types
Hard Requests (Requirements): These are mandatory needs (like a confirmed vacation). They usually require an administrator's approval and must be submitted before the scheduling process begins.
Soft Requests (Preferences): These are your "ideal" scenarios (like preferring a specific shift, a location or daytime/nighttime). These do not require formal approval; instead, the Mesh AI engine prioritizes them once all mandatory rules and hard requests are met.
4. Creating a request from the app
Managing your schedule on the move is simple. Whether you’re requesting a vacation or setting a timing preference, follow these steps:
Tap the Action Button: Look for the blue (+) floating icon in the bottom-right corner of your calendar.
Define Your Request:
Where: Select the specific team(s) this applies to.
What: Pick your request type (e.g., Vacation, Prefer On, or Require Off).
When: Set your dates and specific timing preferences.
Save & Sync: Tap to submit. Your request is immediately logged and sent for admin review if needed.
💡 Pro-Tip: You can toggle between "Calendar" and "Agenda" views in the top-right corner to see exactly how your new request fits into your existing shifts.
4. The Mesh Bazaar: Trading & Picking Up Shifts
The Bazaar is your marketplace for schedule flexibility. Whether you need to give away a shift, trade a shift, or want to pick up extra hours, this is where it happens.
Accessing the Bazaar (Web)
Click the Bazaar Icon in your main navigation bar to open the Bazaar tab. Here, you will see:
Available Shifts: Open shifts that are "up for grabs" by anyone eligible.
Active Deals: Any swaps or trades currently in progress.
Your Deals: Shifts you have posted for others to take.
How to Start a Deal
If you have a shift you can no longer work, you don't need to go to the Bazaar tab first.
Navigate to your Team Calendar.
Click on the specific shift you want to trade or give away.
Select "Make Deal" (or the swap icon). This creates a "Deal" that your teammates can now see and accept.
Changed your mind?
If you posted a shift by mistake or your plans change, you can cancel the deal at any time—provided it hasn't been accepted by a teammate or assigned by an admin yet.
On Web: Go to the Bazaar tab, find your active deal, and click "Cancel."
On Mobile: Navigate to your Bazaar/Deals section, tap the shift, and select "Remove from Bazaar."
Here is a step by step quick guide available in PDF! Click below to download.