SScheduler Scheduling Web Manual — Ward Manager

This manual is the user guide for the SScheduler scheduling web app. Even first-time users can create and manage nurse schedules by following this document.

Where should I start?

1. Sign Up & Log In

Sign up

Click the invitation link from your hospital admin to open the sign-up screen.

• Hospital name / ward name are filled in automatically via the invitation link.
• Enter the following yourself: nurse name, password / password confirmation

Review the terms of service, privacy policy, and marketing consent, then agree and sign up.

Log in

After completing sign-up, log in.

• Check Keep me signed in to stay logged in after closing the browser.
• If you forgot your password, click Forgot your password? to receive a reset link by email.

2. Onboarding (First Time Only)

Step 1. Staff Attributes

Register the criteria used to classify nurses in your ward. Configure the 4 tabs in order.

① Rank (by seniority)

• Provided by default: HN / CN / SN / RN / NA
• Uncheck any ranks your ward does not use.
• Need a new rank? Add it with + Add item.
• ⚠️ If all ranks are unchecked, you cannot proceed to the next step.

② Work Capability (proficiency)

• Provided by default: Unit Manager / Aide / Senior-capable / Mid-level / New / Dedicated Nurse
• Uncheck unused items and add new ones as needed.
• ⚠️ Department patterns are configured based on work capabilities. If the same capability is split into multiple groups (e.g. Mid-level Group 1 / Group 2), see FAQ1 - Applying diverse department patterns per ward.

③ Off Codes

• Review the off codes your ward will use.
• Expand each category dropdown and check the codes to use. (e.g. ML-Wedding, BA-60th birthday)

④ Shift Codes ⭐ Required

• These codes represent actual working time slots.
• Expand each category (regular shifts / other duties & training) to review.

Step 2. Work Settings

Register the work styles and patterns needed for schedule generation. Configure the 3 tabs.

① Shift Type ⭐ Required

• Click + Add item → enter a name (e.g. "3-shift rotation") → select the relevant shift codes (D, E, N, etc.)
• Added codes appear as tags and can be removed with ✕.

② Department Pattern ⭐ Required

Set the minimum number of staff you want assigned to every shift, per work capability group.

You can register multiple department patterns, and capability groups may overlap.

Commonly used department pattern examples:

• Click + Add department pattern to register a pattern.
• Create patterns based on the capabilities you want guaranteed on every shift.

Once all department patterns are set, click [Next].

③ Forbidden Pattern ⭐ Required

• Shift combinations that must not be assigned consecutively. (e.g. E → ET)
• Defaults are pre-registered — review them once, add any extra forbidden patterns you need, or simply move on.
• Uncheck forbidden patterns your ward does not use.

Step 3. Data Upload

The final step: registering the nurse roster.

• File upload: drag or upload an Excel file (.xls, .xlsx, .csv). Check the format first with Download example.
• Direct entry: you can also type directly into the popup table without a file.

Once each file uploads successfully, its status changes to Uploaded.

Staff Roster Upload Guide

How to fill in each field:

• After entering, fill in the ‘Roster’ sheet at the bottom → save → upload to the site.

Last Month’s Schedule Upload Guide

Simply upload last month’s schedule file downloaded from MediInfo as-is.

• Upload the file for the month immediately before the target month. (e.g. if you are generating July 2026, last month’s schedule must be the June 2026 file.)
• The shift tally and remaining-leave columns next to the schedule in the MediInfo screen must be included. Do not copy the schedule alone — copy the entire screen and paste it in.
• If there is no remainder, enter 0 instead of leaving it blank. Negative values can be entered as-is.
• Every shift code and off code used in the schedule must be registered under Shift Codes / Off Codes in onboarding Step 1.

Wanted File Upload Guide

Upload the wanted (preferred shift) file submitted by your nurses.

• Employee IDs and names must match the staff roster.
• The month in the wanted file must match the target month you are generating.

Special codes allowed in the wanted file — codes below are reflected in the schedule exactly as entered. (e.g. a nurse on leave of absence → fill the leave period with RE in the wanted file)

3. Reviewing the Schedule

The core screen for reviewing and editing the generated schedule.

Schedule Table

Each nurse’s monthly schedule is displayed as a table.

Scroll to the far right to see each nurse’s computed D / E / N / OFF (total of all off codes) counts.

Click [Edit & Share Schedule] at the top right of the schedule table to open the following screen.

Use the filters at the top to selectively view wanted-request fulfillment, preceptor–preceptee groups, and more.

When done, use Save → Share Schedule or Export to distribute to your team.

How to edit the schedule

When edits are needed, use one of these two methods.

1. Direct editing — click a cell to change the shift/off code from a dropdown. Edits are counted at the top, and undo is available.
2. AI-assisted editing — to add/modify rules or edit the schedule, see 4. Using the SScheduler AI Copilot below.

Department Pattern Table

Below the schedule table, check how well department patterns are fulfilled.

• Red numbers: understaffed → additional assignment needed
• Blue numbers: overstaffed → adjustment needed
• Hover over a cell to see the list of nurses assigned to that shift.

4. Using the SScheduler AI Copilot

After reviewing the schedule, use the chat panel on the right to make natural-language requests to the AI, or use the buttons below the chat for View current rules / Add key hospital rules / Regenerate schedule.

Editing the schedule

• Change a shift: "Change nurse Lee Hana’s D on June 4 to N"
• Add a rule: "Avoid 5 consecutive working days", "Avoid E OF D"
• Delete a pattern: "Delete nurse A’s shift pattern on the 4th–6th"

Once the AI applies the change, the schedule table updates immediately. If satisfied, click Save above the schedule table on the left.

Adding rules

When you request a rule, the AI proceeds in this order.

1. Rule summary shown: rule name / who it applies to / applicable period
2. Select the period: this month’s schedule only / through next month’s schedule
3. Choose a follow-up action: Add another rule (continue setting rules) · Regenerate the schedule (apply new rules and regenerate) · Reconfigure the rule / Ask a follow-up question (fine-tuning)

Practical guide to adding rules

1. Select all the rules you want, then click [Selection complete].

2. Configure the rules one by one, following the chat flow.

3. If the rule’s scope needs extra configuration, you can ask the AI in chat like this.

4. After setting all rules, use [Add another rule] at the bottom to add more, or [Reconfigure rule] if a rule was set incorrectly.

Regenerating the schedule

Once your rules are ready, regenerate the schedule with the Regenerate schedule button at the bottom of the chat. Two modes are available.

• Quick generation (5 min): fast, but some rules may not be satisfied.
• Precise generation (30 min): takes longer, but produces a schedule satisfying as many rules as possible.

A timer is shown during generation; you can cancel anytime with Stop generation.

Viewing currently applied rules

Click View currently applied rules to see every rule applied to this schedule — from the built-in required rules to the key hospital rules you added through AI chat.

[Changed] and [Added] badges appear when a rule was added or changed via Add key hospital rules.

• To verify a rule was applied correctly, select it and click the purple [Learn more about this rule] button at the bottom.
• To change a rule’s scope or importance, select it and click [Reconfigure this rule] at the bottom.
• If a rule is unnecessary, ask the AI in chat to delete it.
• When the schedule differs from your expectations, check which rules are applied first.

You can also ask for things like this

You can make requests directly in chat, such as:

1. Review rule violations

2. Analyze the current schedule

If you have further questions about the AI’s answer, continue the conversation in chat.

Handling change requests

Check schedule change requests from nurses via the 🔔 notification icon at the top right.

• NEW: requests not yet handled
• Rejected: declined requests

Individual handling: click a request to read the nurse’s full message.

• You can enter "a response for the AI to consider during automatic processing", and if you check "Include this response in AI auto-processing", the AI takes it into account.
• Handle the request with the Reject or Confirm button.

Batch handling: click the AI auto-process button at the top and the AI applies requests automatically where possible.

5. Finalizing & Sharing the Schedule

Once your review is complete, distribute the schedule to your nurses.

Sharing the schedule

Click Share Schedule at the top right of the schedule table to send a schedule notification to the mobile app of every nurse in the ward.

Schedule version management

Sharing a schedule once saves it as V1. Afterwards, use the version toggle at the top left of the schedule table to browse shared versions in order: V1, V2, V3…

Version comparison: cells changed in V2, V3… are color-highlighted relative to V1 (the first shared version).

Editing after sharing

You can keep editing the schedule even after sharing.

• For editing methods, see 3. Reviewing the Schedule and 4. Using the SScheduler AI Copilot.
• After editing, click Share Schedule again — it is saved as V2 and nurses are notified again.
• Each subsequent edit → share cycle stacks up as V3, V4, V5…

6. Staff Roster Management

Manage nurse information under Staff Roster in the left menu.

Tasks you can perform in roster management:

• Add new staff members
• Process departures of existing staff
• Update existing staff information such as shift type

Adding staff / updating information

There are two ways to add staff or update their information.

Method 1. Add directly to the roster

• Click Add to staff roster at the top right of the table → register one person at a time in the direct entry screen.
• Required: employee ID · name · rank · capability · shift type · O status · CD status
• Optional: hire date, planned departure date, preceptor ID, training period (start / end dates)

Method 2. Upload a roster file

• Click Add to staff roster → upload an Excel file (.xls, .xlsx, .csv) in the file upload screen.
• Uploading a file not only adds new staff but also automatically applies rank/capability/shift-type changes for existing staff.
• If an upload error occurs, match the format of the Download example template.

Removing staff

There are two ways to remove staff from the roster.

Method 1. Direct deletion

• Check the staff to delete and click the 🗑️ trash button at the top of the table to remove them from the ward roster.

Method 2. Enter a planned departure date

• Enter a date in the planned departure date field of the staff Excel file and upload — the account is automatically deactivated on that date and the admin is notified.

Editing the roster

When editing staff information, also specify the effective start month (e.g. 2026-06). Changes apply from that month.

Use the Review changes button to preview upcoming changes by rank · capability · shift type · O status · CD status.

7. Editing Ward Work Settings

Under Ward Work Settings in the left menu, you can edit everything configured during onboarding.

Editable items: Rank / Work Capability / Off Codes / Shift Codes / Shift Type / Department Pattern / Forbidden Pattern

Click Manage on any item to open the same screen as during onboarding.

• To delete items no longer in use, check them and click the trash button.
• Need a new item? Choose + Add item.

8. Preparing Monthly Schedules

This is the main page after login. Review and manage the overall status of monthly schedules.

Monthly status

Each month appears as a card, color-coded by status.

Preparing the wanted file

Select a month whose wanted collection is pending, then click Upload wanted file at the bottom center of the screen to upload the nurses’ preferred shift file. Once uploaded, the schedule is generated automatically.

9. Settings & More

Settings

Under Settings at the bottom left, you can change your password or delete your account.

Click Edit profile to change the nurse name.

Customer Support

Under Customer Support at the bottom left, you can view announcements, FAQ, and your inquiry history. You can also submit an inquiry directly with the Contact us button.

Invitation link

Invite other users with Copy invitation link at the bottom left.

Appendix: Glossary

FAQ

• FAQ1 - Applying diverse department patterns per ward
• FAQ2 - Handling input data errors
• FAQ3 - When the schedule fails to generate