Shift Management; From defining the rules to the final approval of the month

What problem does shift management solve?

In many shift sets, personnel requests are collected from various channels such as paper, SMS, messenger or call. The shift manager has to put these requests together, remember each person's limits, and set the schedule by hand. As the number of forces and rules increases, a small change can move several parts of the program and take days to prepare the table. Ability to manage shifts Axis Puls is designed for this situation: a specific route from Define the shift → register the rules → register the offer → check the shift → layout → final approval of the month; all its steps can be registered and tracked in one system.

This feature is not only for nurses; Every force that has a shift schedule — from doctors and service forces to security, guard and shift administrative forces — is managed with this structure. The important thing is that Axis Puls doesn't just create tables; The shift management process is managed and the final decision is always with the manager and the shift leader. The system performs the computational part and checks the constraints so that the shift from manually arranging the table is closer to the management and control of the program.

Definition of shift, capacity and layout rules

starting point Definition of shift is: Each shift is identified by name and start and end time. A shift can be specific to a role or defined for the entire department. Then, capacities are determined for each shift; From minimum and maximum number of people to capacity based on role and gender and daily, weekly and monthly limits. In this way, the system not only knows who should have a shift; He knows who, in what department, with what role, at what time and in what capacity can be placed in a shift.

Smart layout rules build on these definitions: minimum rest, maximum consecutive days and hours, shift ceiling and weekly and monthly hours, prohibition of transfer from night shift to the next morning shift, necessary record for night work, priority of shift volume and the possibility of defining exceptions for specific people. These rules are registered once and applied to the layout every month; This means that the manager does not need to review all the restrictions every month. Layout is done according to these rules and with layout algorithms, not based on momentary decisions and taste.

Registration of shift proposal and review by head shift

After defining the shifts and rules, it's time to register shift offers. Employees choose their desired days and shifts from the calendar and use priorities to indicate which shift suits them best. These priorities are collected in the system and are the basis of the layout; That is, the employee says he prefers these shifts, and the system measures these preferences with rules and capacities when arranging.

The next step is review by the shift head: the shift head views the submitted offers and approves or rejects each one. The status of each offer—pending, approved, or rejected—is visible in the Staff Shifts list and the My Reports section, so each employee knows the status of their request. This transparent cycle reduces SMS and paper back and forth and all decisions are recorded in one place.

Smart layout and final approval of the month plan

Smart shift In Axis Puls, it means drafting the program with the same rules that the administrator registered. The system measures the approved proposals against the rules and capacities and places them in the monthly schedule; At the same time, the status of the program can be seen instantly: how many people have registered offers, how much capacity has been completed and which shifts are still available. If the administrator wants to try another combination, it can restart the process with the Rearrange option.

Two important principles are followed in this step. First, the system to fill the table It does not violate the law; If it is not possible to place a suitable person according to the defined conditions, it is declared that this shift cannot be completed so that the manager can make a decision. Second, in cases where the rationale is explainable, it is clear why a person did or did not take a shift and what constraints prevented it. In the end, the final approval of the month's schedule closes the roster so it can be cited. Read the conceptual details of this process in the comprehensive guide Smart Shift Management, the Suggested Shift article and the Desired Shift article.

Eligible Alternative List, Notice and Security

When a change to the program is required, List of eligible alternates It helps: the system identifies people who have the possibility to take that shift according to the ceilings, preferences, role and status of the shift so that the manager and shift chief can choose from the allowed options. This list is created by applying the same arrangement rules and avoids selecting someone whose hour limit is full or who has not had the necessary rest.

For information, the system Internal notification and for some events, receive SMS if active The corresponding feature can also be added. The security layers are also designed according to the sensitivity of the shift program: login with mobile number, access levels, activity log recording, periodic backup and controls related to signing the shift list. You can read the real experience of nurses and the productivity rules in the Nursing Shift Management article and study the scheduling principles in the Shift Scheduling article.

Launch, Trial Period and Pricing Model

The beginning of the work is done by knowing the structure of the collection: defining the workplace and departments, registering rules and restrictions, defining roles and shifts and capacities, adding employees and training users. After these steps, new collections Two months on a trial basis In real conditions, they use the system to compare the program preparation time, the number of changes and the shift experience with the previous method. According to the current model, for capacity Up to 75 people: 2,500,000 Tomans per month and 19,000,000 Tomans per year and other capacities are determined according to the contract and the number of users.