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.

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IntelyCare Scheduler Setup

 

Contents

 

Where do I login?

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  1. Navigate to the Login page:
    https://app.intelycare.com/facility/login
  2. Enter your Email Address and Password
  3. Click the Login button

NOTE
If you forget your password, click the FORGOT PASSWORD? link and follow the instructions to reset your password.

Login to IntelyCare Scheduler
 

Where is the create shift button?

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To streamline the interface, we moved the Create Shift button to the top of the daily schedule, and also placed one on each shift time, as shown below.

Create Shift Button Location
 

How do I create and/or assign a standard shift?

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  1. Click SCHEDULE in the top navigation
  2. Click the CREATE SHIFT button
  3. In the Create Shift dialog, choose Standard, then select the Date, Shift Time, Location, and Shift Type
  4. Click the Create Shift button (then fill the shift later) OR click the Assign to this Shift button (see further instructions below)
Create Regular Shift
  1. In the Fill Open Shift dialog, search for and choose one or multiple staff members
  2. If single, click the Assign To This Shift button; if multiple, click the Send Text button
Fill Open Shift
 

How do I create and/or assign a partial shift?

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  1. Click SCHEDULE in the top navigation
  2. Click the CREATE SHIFT button
  3. In the Create Shift dialog, choose Partial, then select the Date, Shift Start/End Times, Location, and Shift Type
  4. Click the Create Shift button (then fill the shift later) OR click the Assign to this Shift button (see further instructions below)
Create Partial Shift
  1. In the Fill Open Shift dialog, search for and choose one or multiple staff members
  2. If single, click the Assign To This Shift button; if multiple, click the Send Text button
Fill Open Shift
 

What do I do if staff calls out?

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  1. Click SCHEDULE in the top navigation
  2. Locate the staff member and their shift
  3. Click SHIFT CHANGES
  4. Select Remove Staff from Shift
  5. Select the Reason for Cancellation
  6. Click the Save button
Shift Changes
 

What if I need to move staff from one floor/location to another?

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  1. Click SCHEDULE in the top navigation
  2. Locate the staff member and their shift
  3. Click SHIFT CHANGES
  4. Select Change Floor/Unit
  5. Select new Location
  6. Click the Save button
Change Location
 

What if I need to move staff to another day/time?

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  1. Click SCHEDULE in the top navigation
  2. Locate the staff member and their shift
  3. Click SHIFT CHANGES
  4. Select Change Date/Time
  5. Select new Date/Time
  6. Click the Save button
Change Date and Time
 

How do I add new staff?

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  1. Click DIRECTORY in the top navigation
  2. Click the ADD NEW STAFF button
  3. Enter First Name, Last Name, Cell Number, Gender, Staff Type, and Employment Status
  4. Click the ADD button
Add Staff Button
Add Staff Dialog
 

How do I send my staff a text to see schedules and pick up shifts?

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  1. Click DIRECTORY in the top navigation
  2. 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.

Send Staff Registration Text
 

How do I create or change the permanent schedule of a staff member?

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  1. Click DIRECTORY in the top navigation
  2. Find the staff member in the directory (search or scroll)
  3. Click the EXPAND button (on the right)
  4. Click the Permanent Schedule icon (on the left)
  5. Click the week (Week 1 or Week 2 if applicable) and day of the week you’d like to add or edit
  6. Enter the shift details in the popup
  7. Click the DONE button
Add Permanent Shift
 

How do I delete a shift from my schedule?

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  1. Click SCHEDULE in the top navigation
  2. Locate the shift you would like to delete
  3. Click SHIFT CHANGES
  4. Click Delete Shift from Schedule
Delete Shift

How do I text a staff member to see if they would like to pick up a shift?

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  1. Click SCHEDULE in the top navigation
  2. Locate the shift you would like to fill
  3. Click on the FILL SHIFT button
  4. Click check boxes next to the staff members you would
    like to offer the shift to
  5. Click the Send Text button

How do I place someone on the shift without sending a text?

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  1. Click SCHEDULE in the top navigation
  2. Locate the shift you would like to fill
  3. Click on the FILL SHIFT button
  4. Click check box next to the staff member you would
    like to assign the shift to
  5. Click the Assign To This Shift button
Fill Open Shift
 

How do I know when a staff member requests to pickup an open shift?

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  1. Click SCHEDULE in the top navigation
  2. Locate shifts highlighted in light green that say Confirm Staff
  3. Click the QUICK VIEW button to view responses

NOTE
You will also receive an email for each request (example on right).

How do I approve/confirm a staff member that has responded to an open shift request?

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  1. Click SCHEDULE in the top navigation
  2. Locate the shift
  3. Click the QUICK VIEW button to view responses
  4. In the Responses Received window, Click the OK button to confirm the staff member

How can I see all upcoming scheduled shifts for a staff member?

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  1. Click DIRECTORY in the top navigation
  2. Find the staff member in the directory (search or scroll)
  3. Click the EXPAND radio button (on the right)
  4. Click the Schedule icon (on the left)

How do I add other people who can see and update the schedule?

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  1. Click SETTINGS in the top navigation
  2. Click the Add Department Leads button
  3. Enter First Name, Last Name, Mobile Phone, and Role
  4. Click the Save button
Add Department Leads

How do I print a day of my schedule?

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  1. Click SCHEDULE in the top navigation
  2. Make sure you are in Day view (not Month)
  3. Locate the day you would like to print
  4. Click PRINT in the upper right
  5. Select your Print Options
  6. Click the CONTINUE button to request the PDF
  7. A PDF will download to your computer

NOTE: Census data will be included in all PDFs based on your Census Settings.

Print Summary
 

How do I print a monthly view for one of my staff?

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  1. Click DIRECTORY in the top navigation
  2. Find the staff member in the directory (search or scroll)
  3. Click the EXPAND radio button (on the right)
  4. Click either the Schedule or the Permanent Schedule icons (on the left)
  5. Click Print Month in the upper right of the schedule
  6. Select the Month you would like to print
  7. Click the CONTINUE button to print
  8. A PDF will download to your computer
Print Month - Individual Staff Member
 

How do I print a monthly view for ALL of my staff?

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  1. Click SCHEDULE in the top navigation
  2. Click Month to see the monthly view
  3. Click the PRINT icon in the upper right of the schedule
  4. Select the Month you would like to print
  5. Click the CONTINUE button to print
  6. 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.

Print Month - All Staff
 

How do I export shift data for an entire month?

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  1. Click SCHEDULE in the top navigation
  2. Use the < > arrows to select the Month you would like to export
  3. Click the MONTHLY SHIFT EXPORT link
  4. Open the downloaded Excel file to view the data
Monthly Shift Export
 

How do I change daily census settings, view census data, and change census data?

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Change Census Settings

  1. Click SETTINGS in the top navigation
  2. Click Modify Schedule Options in the secondary navigation
  3. Choose a Census Level Recording option
  4. Click the Save button
Census Settings

View Daily Census Data Options

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

Day Census

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

Location Census

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.

Location and Day Census

Update Daily Census Data

  1. Find the day you would like to update
  2. Click in either the Location or Day census box (Day shown below)
  3. Update the number
  4. Click the checkmark
Update Census