Using IntelyCare Scheduling
This user guide covers the most frequent tasks that IntelyCare Scheduling users perform on a day-to-day basis. To get the most out of this content, have your Scheduler portal open while you work.

- Where do I login?
- NEW! Where is the create shift button?
- NEW! How do I create and/or assign a standard shift?
- NEW! How do I create and/or assign a partial shift?
- What do I do if staff calls out?
- What if I need to move staff from one floor/location to another?
- What if I need to move staff to another day/time?
- How do I add new staff?
- How do I send my staff a text to see schedules and pick up shifts?
- How do I create or change the permanent schedule of a staff member?
- How do I delete a shift from my schedule?
- How do I text a staff member to see if they would like to pick up a shift?
- How do I place someone on the shift without sending a text?
- How do I know when a staff member requests to pickup an open shift?
- How do I approve/confirm a staff member that has responded to an open shift request?
- How can I see all upcoming scheduled shifts for a staff member?
- How do I add other people who can see and update the schedule?
- NEW! How do I print a day of my schedule?
- How do I print a monthly view for one of my staff?
- How do I print a monthly view for ALL of my staff?
- How do I export shift data for an entire month?
- How do I change daily census settings, view census data, and change census data?
Where do I login?
- Navigate to the Login page:
https://app.intelycare.com/facility/login - Enter your Email Address and Password
- Click the Login button
NOTE
If you forget your password, click the FORGOT PASSWORD? link and follow the instructions to reset your password.

- Click DASHBOARD in the top navigation
- Click the CREATE SHIFT button
- In the Create Shift dialog, choose Standard, then select the Date, Shift Time, Shift Location, and Shift Type
- Click the Create Shift button (then fill the shift later) OR click the Assign to this Shift button (see further instructions below)

- In the Fill Open Shift dialog, search for and choose one or multiple staff members
- If single, click the ASSIGN TO THIS SHIFT button; if multiple, click the ADD TO REQUEST button

- Click DASHBOARD in the top navigation
- Click the CREATE SHIFT button
- In the Create Shift dialog, choose Partial, then select the Date, Shift Start/End Times, Shift Location, and Shift Type
- Click the Create Shift button (then fill the shift later) OR click the Assign to this Shift button (see further instructions below)

- In the Fill Open Shift dialog, search for and choose one or multiple staff members
- If single, click the ASSIGN TO THIS SHIFT button; if multiple, click the ADD TO REQUEST button

- Click SCHEDULE in the top navigation
- Locate the staff member and their shift
- Click SHIFT CHANGES
- Select Remove Staff from Shift
- Select the Reason for Cancellation
- Click the SAVE button

- Click SCHEDULE in the top navigation
- Locate the staff member and their shift
- Click SHIFT CHANGES
- Select Change Floor/Unit
- Select new Location
- Click the SAVE button

- Click SCHEDULE in the top navigation
- Locate the staff member and their shift
- Click SHIFT CHANGES
- Select Change Date/Time
- Select new Date/Time
- Click the SAVE button

- Click STAFF DIRECTORY in the top navigation
- Click the ADD NEW STAFF button
- Enter First Name, Last Name, Cell Number, Gender, Staff Type, and Employment Status
- Click the ADD button

- Click STAFF DIRECTORY in the top navigation
- Click the Send staff text to create account link
IMPORTANT
Texts will only be sent to staff members who have not yet registered. A text will not be sent to staff who have already created accounts.

- Click STAFF DIRECTORY in the top navigation
- Find the staff member in the directory (search or scroll)
- Click the EXPAND radio button (on the right)
- Click the Permanent Schedule icon (on the left)
- Click the day of the week for which you’d like to add or edit
- Enter the shift details in the popup

- Click SCHEDULE in the top navigation
- Locate the shift you would like to delete
- Click on the shift to open Shift Details
- Click the Delete shift from schedule link

- Click SCHEDULE in the top navigation
- Locate the shift you would like to fill
- Click on the FILL SHIFT or REMOVED button
- Click check boxes next to the staff members you would
like to offer the shift to - Click the ADD TO REQUEST button
- Click SCHEDULE in the top navigation
- Locate the shift you would like to fill
- Click on the FILL SHIFT or REMOVED button
- Click check box next to the staff member you would
like to assign the shift to - Click the ASSIGN TO THIS SHIFT button

- Click SCHEDULE in the top navigation
- Locate shifts highlighted in light green that say Confirm Staff
- Click the QUICK VIEW button to view responses
NOTE
You will also receive an email for each request (example on right).

- Click SCHEDULE in the top navigation
- Locate the shift
- Click the QUICK VIEW button to view responses
- In the Responses Received window, Click the OK button to confirm the staff member

- Click STAFF DIRECTORY in the top navigation
- Find the staff member in the directory (search or scroll)
- Click the EXPAND radio button (on the right)
- Click the Schedule icon (on the left)

- Click SETTINGS in the top navigation
- Click the Add Department Leads button
- Enter First Name, Last Name, Cell Number, and Role
- Click the Save button

- Click SCHEDULE in the top navigation
- Locate the day you would like to print
- Click PRINT SUMMARY in the upper right
- Select your Print Options
- Click the CONTINUE button to request the PDF
- A PDF will download to your computer
NOTE: Census data will be included in all PDFs based on your Census Settings.

- Click STAFF DIRECTORY in the top navigation
- Find the staff member in the directory (search or scroll)
- Click the EXPAND radio button (on the right)
- Click the Permanent Schedule icon (on the left)
- Click Print Month in the upper right of the schedule
- Select the Month you would like to print
- Click the CONTINUE button to print
- A PDF will download to your computer


- Click SCHEDULE in the top navigation
- Click Month to see the monthly view
- Click the PRINT icon in the upper right of the schedule
- Select the Month you would like to print
- Click the CONTINUE button to print
- A PDF will download to your computer
NOTE
This will create a file with a monthly schedule for every staff member (one page per staff member) in the system.


- Click SCHEDULE in the top navigation
- Use the < > arrows to select the Month you would like to export
- Click the MONTHLY SHIFT EXPORT link
- Open the downloaded Excel file to view the data

Change Census Settings
- Click SETTINGS in the top navigation
- Click Modify Schedule Options in the secondary navigation
- Choose a Census Level Recording option
- Click the Save button

View Daily Census Data Options
Day Census
A single census box located next to the print summary in your daily view.

Location Census
A census box located next to each location (Floor A, Floor B, etc.) in your daily view.

Location Census with Day Total
A single census box located next to the print summary AND a census box next to each location (Floor A, Floor B, etc.) in your daily view.

Update Daily Census Data
- Find the day you would like to update
- Click in either the Location or Day census box (Day shown below)
- Update the number
- Click the checkmark
