What it does
The schedule grid is where you fill a clinical schedule with rotation assignments. It shows one row per participant and one column per block, so a whole cohort's year fits on one screen, and you place, move, and edit assignments directly in the cells.
Who it's for
Program administrators and coordinators building or adjusting rotation schedules in the administration portal. Rotation coordinators with delegated schedule-editing access can work the same grid for their rotations.
How it works
Assigning. Open the Schedules area and pick a schedule. The grid loads participants down the side and blocks across the top. Assign someone by choosing a rotation for a person-and-block cell, from a rotation palette showing the program's rotations and colors, or by dragging assignments between cells. Each assignment carries a rotation, a site, start/end dates (defaulting to the block's dates), optional notes, and a status.
Splitting a block. Pick a Block Division — half, third, or quarter — to auto-fill a shorter first-segment date range, or Full to keep the whole block. You can still override any date by hand. This is how two or more people end up on the same rotation and block with different ranges — for example, two residents each covering half.
Removing and restoring. Removing an assignment clears it and frees its capacity seat; a confirmation message offers Undo. The cell also keeps a Recently removed list, so you can restore it later. Restoring brings back the original assignment with its dates, site, and status, not a replacement — notes, evaluations, and case logs stay attached.
Conflict checks. Assigning someone to the same rotation twice in overlapping dates is blocked as a double-booking error. Overlap with a different assignment, or a scheduled curriculum session, shows as a warning you can accept or fix. Where capacity targets are defined, an over-capacity placement asks for a documented override reason.
Matrix view and import. View the same data as a matrix summary, or start a schedule from a spreadsheet — the import tool maps CSV columns (person, rotation, dates, site, block) and creates the assignments in bulk.
Before you start
You need schedule-editing access for the program, or a delegated rotation-coordination assignment that includes editing.
Only active rotations show in the picker. If one is missing, reactivate it in the rotation catalog first.
Know the block or blocks the assignment should cover, and whether it should be a Full block or split with a Block Division.
Do this
Open the Schedules page (
/schedules) and select a schedule → the grid loads with participants down the side and blocks across the top.In the grid, select a person-and-block cell, then choose a rotation from the rotation palette panel → the cell fills with that rotation's color.
On the same page, set the site, start and end dates, and any notes for the assignment, then save → the assignment shows in the cell with its rotation color and dates.
On the same page, to split the block between people, choose a Block Division — half, third, or quarter — instead of Full → the first segment's date range auto-fills; assign the remaining segment to someone else the same way.
On the same page, to remove an assignment, clear it from its cell → a confirmation banner offers Undo, and the assignment also appears in the cell's Recently removed list.
You're done when
The cell shows the assignment's rotation color, site, and dates.
No double-booking error blocks the placement for that person's dates.
A removed assignment you want back is restored from Undo or Recently removed, with its notes and evaluations intact.
Boundaries and limits
Conflict checks cover overlapping rotation assignments for the same person and overlaps with curriculum sessions they belong to. Only a same-rotation overlap is a hard error; other overlaps are warnings.
Only active rotations are offered when you create or change an assignment. Existing assignments on a since-deactivated rotation keep working and keep showing its name — deactivating stops new scheduling, not existing placements.
Capacity enforcement only applies where an assignment has both a block and a site; capacity overrides require a reason and are recorded.
Edits in the grid are per-assignment. A removed assignment can be restored from Undo or the cell's Recently removed list, but other edits have no undo beyond the audit change log.
An assignment cannot be restored if the rotation or schedule it belonged to has since been deleted; restore those first, or assign the person to a live rotation.
Assignments made in a draft schedule are not visible to learners until the schedule is published.
Spreadsheet import expects one assignment per row. It reports rows it couldn't match, rather than skipping them silently.
Block Division only auto-fills the first segment's date range as a starting point. It does not create the other segments' assignments for you. Assign each remaining segment separately, using a division pick or a custom range.
Common questions
Q: A rotation is missing from the assignment picker — why? A: The picker offers active rotations only. Check the rotation catalog with the status filter set to All; if the rotation is inactive, reactivate it and it returns to the picker.
Q: Can two people hold the same rotation in the same block? A: Yes, up to any capacity target you have set for that rotation, site, and block. Beyond the target you are asked for an override reason.
Q: Can I split a block between two or more people? A: Yes. Choose a Block Division (half, third, or quarter) to auto-fill a shorter date range for that person, then assign the rest to someone else. A fully custom date range works too.
Q: I removed the wrong person from a rotation — how do I put them back? A: Use Undo right after removing, or pick the assignment from the cell's Recently removed list later. Either way the original assignment comes back — nothing to rebuild.
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