SScheduler User Manual (For Ward Managers)

Where should I start?

1. Sign Up and Login

Sign Up

Click the invitation link sent by your hospital administrator to open the Sign Up screen.

• Hospital Name / Ward Name are filled in automatically via the invitation link.
• Enter your Name / Password manually.

Login

• After registering, log in at https://sscheduler.oaasis.cc/.

2. Onboarding (One-time Setup)

2-1. [Required] Staff Information Settings

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

① Rank (Seniority)

1. Among the default items, uncheck any ranks not used in your ward.
2. If a new rank is needed, add it with + Add Item.

② Work Capability (Skill Level and Assignment Conditions)

Work capability determines which staff a staffing pattern applies to. General wards often group nurses by skill level, such as senior, mid-level, and new nurses. In departments with more complex conditions, also consider the shift codes and days each person can work.

1. Uncheck default items that are not used in your ward.
2. Add new items with + Add Item.
3. Separate staff into different work capabilities if their assignment conditions differ, even when their skill level is the same.

Separate groups when:

• Available shift codes differ.
• Some staff must be included in or excluded from a particular shift.
  • e.g., If only some junior on-call staff cannot work weekends, use separate groups for `Junior On-Call` and `Junior On-Call — No Weekends`.
• Weekday or weekend availability differs.

③ Off-Shift Codes

1. Expand each category dropdown and uncheck off-shift codes not used in your ward.
2. For codes not in the list, add them with + Add Item.

④ Shift Codes

1. Expand each category dropdown and uncheck shift codes not used in your ward.
2. For codes not in the list, add a new shift code with + Add Item. You must enter the working hours together with the code name.

2-2. [Required] Shift Settings

Register the working methods and patterns required for schedule generation.

① Shift Type

Each staff member belongs to one shift type and can be assigned only the shift codes registered in it. Include all shift codes the person may actually be assigned, not just the most frequently used codes.

1. Click + Add Item to register a shift type.
2. Enter a name (e.g., "3-Shift") → Select all available shift codes (e.g., D, E, N).

Any shift code you want to include in a staffing pattern must first be registered in that shift type's shift codes.

e.g., To include a D/E 2-shift type in a staffing pattern as M2, add the M2 code to the D/E 2-shift type first.

② Staffing Pattern

Staffing patterns define how many staff from selected work capabilities to assign to each day and shift code.

1. Click + Add Staffing Pattern, then enter a pattern name and select the applicable competencies.

   Select all work capabilities to include in this pattern's staffing range for each day and shift code.

   The same work capability can appear in multiple patterns. If you select several capabilities in one pattern, the headcount is the combined total across all selected capabilities, not a separate count for each.

   e.g., For Monday D, setting 4 in the Nurse pattern and a minimum of 1 in the Senior pattern applies both conditions: 4 nurses in total, including at least 1 senior nurse.

2. Set the shift codes to assign to this group. If codes other than D, E, N are needed, click the Select button, choose the shift codes to add, and click Add.
3. Select the options and enter the staffing count for each shift.

   To ban an assignment, enter both minimum 0 and maximum 0, and check Required. A minimum of 0 alone means no minimum staffing is needed; it does not ban assignments.

   • Autofill: After entering one row, press Enter and the rows below are auto-filled with the same value.
   • Remove a day: Click the ✖ button on the left to remove days that don't need a setting (e.g., assistants don't work Saturdays → remove Sat).
4. Click Save to register the pattern. Click it again to edit it, or use the trash button to delete it.
5. After configuring all staffing patterns, click Next.

③ Forbidden Patterns

1. Among the default forbidden patterns, uncheck any not used in your ward.
2. Any forbidden pattern not on the list can be created directly with + Add Item. In the Select shift code to add dropdown, pick a code and click Add to stack the codes in the order you want to forbid them, then click Save to register the pattern. (e.g., add `E2` → `M` → the "M on the day after E2" sequence is forbidden.)
3. Forbidden patterns registered here can also be added or edited later under Ward Shift Info > Forbidden Patterns. (See 7. Edit Ward Shift Information.)

2-3. [Required] Data Upload

• File Upload: Drag and drop or upload an Excel file (`.xls`, `.xlsx`, `.csv`). Check the format first with Download Example.
• Direct Entry: You can also enter data directly in the popup table without a file.

  

  Once each file uploads without issues, its status changes to [Upload Complete].

Staff Roster Upload Guide

• Download the example file, follow the first sheet "File Instructions", fill in the 'Roster' sheet → save → upload to the site.

Previous Month Schedule Upload Guide

Upload the previous month's schedule file downloaded from MediInfo as is.

• Upload the file for the month immediately preceding the target month.
  • e.g., If the month you want to generate is July 2026, the previous month's schedule must be the June 2026 file.
• The shift summary and leave balance columns next to the previous month's schedule on the MediInfo screen must be included.
  • Do not copy only the schedule from MediInfo; copy and paste the entire screen as is.
  • If there is no remaining balance, enter 0 instead of leaving it blank.
  • Negative values can be entered as shown.
• All shift codes and off-shift codes used in the schedule must be registered under Shift Codes / Off-Shift Codes in Onboarding Step 1.

Wanted File Upload Guide

Upload the shift preference (wanted) file submitted by nurses.

Entry guide

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

3. Reviewing the Schedule

After uploading files, click View Schedule to generate a draft automatically. Review the schedule and regenerate or edit it as needed.

Schedule Table

• Scroll to the far right to see each nurse's D / E / N / OFF (total of all off-shift codes) and totals per off-shift code.
• Use Manage Schedule at the top right to export to Excel, share, or overwrite the schedule. See 5. Finalizing and Sharing the Schedule for details.

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

Editing the Schedule

1. Manual Edit: Click a cell to change its shift or off-shift code. The edit count is displayed at the top, and changes can be undone. Saving with required-rule violations or unfulfilled wanted requests displays the Required Rule Unmet Notice. Unfulfilled wanted requests are highlighted with an orange border (2px outline) and a yellow background.
2. AI-Assisted Edit: To add or change rules or modify the schedule, see 4. Using the SScheduler AI Copilot.
3. Overwrite Current Schedule (Excel Upload): Upload a finalized `.xlsx` file to replace the schedule all at once. It is automatically shared with nurses immediately. See 5. Finalizing and Sharing the Schedule.

Staffing Pattern Table

Check staffing pattern fulfillment below the schedule table.

Saving as an Excel File

Click Save, then distribute the schedule using Manage Schedule > Share Current Schedule or Export to Excel.

4. Using the SScheduler AI Copilot

Simple Schedule Changes

Use this to change only part of the current schedule.

• Change a shift: "Change Nurse Hana Lee's D on June 4 to N."
• Delete a pattern: "Remove Nurse A's shift pattern on days 4–6."

Changes appear in the schedule table immediately. If satisfied, click Save above the schedule table on the left.

Adding Rules

For rules that should apply across the schedule, add the rules first, then regenerate.

• Select rules from the list: Select all desired rules → Done Selecting → choose who the rules apply to → choose whether to apply them every month → add more rules, reconfigure, or ask follow-up questions → Regenerate Schedule.

• Request rules not on the list via AI chat, within the supported scope.

• "Do not assign Nurse A and Nurse B to the same duty on the same day."
• "Set the maximum number of N shifts to 7 for all 3-shift nurses."

Regenerating the Schedule

Once all rules are ready, click Regenerate Schedule at the bottom of the chat.

Choose between two modes:

• Fast Generation (5 min): Generates quickly, but some rules may not be satisfied.
• Precision Generation (30 min): Takes longer and aims to satisfy all rules as much as possible.

Viewing Current Rules

Click View Current Rules to see automatically applied required rules and key hospital rules added through AI chat.

• Changed / Added: Labels identify rules changed or added through Add Key Hospital Rules.
• Learn more about this rule: Check whether the selected rule was applied correctly.
• Reconfigure this rule: Change the rule's target or priority.

AI Chat Examples

You can use AI chat for more than adding rules. If you have further questions about an answer, continue the conversation.

• Review rule violations

• Analyze the current schedule

Handling Modification Requests

Check nurses' schedule modification requests through the notification 🔔 icon at the top right.

• NEW: Requests not yet handled; Rejected: Declined requests.
• Individual handling: Click a request to read the full message.
  • Enter a response for the AI to consider during automatic processing. Check Include this response in AI auto-processing to let the AI use it.
  • Select Reject or Confirm.
• Batch handling: Click AI Auto-Process to apply requests automatically where possible.

5. Finalizing and Sharing the Schedule

Once the schedule review is complete, distribute the schedule to the nurses or overwrite it with an external Excel file.

Share Schedule

Click the [Manage Schedule] > [Share Current Schedule] button at the top right of the schedule table, and a schedule notification is sent to the mobile apps of all nurses in the ward. After composing an announcement and sharing, the success message will display the distributed version (`Successfully distributed Schedule (Vn)`).

Schedule Version Management

SScheduler automatically organizes and records versions whenever a schedule is generated or changed. You can check all versions from the version dropdown at the top left of the schedule table.

Version label format: `Vn (creation type)`

• `V1 (Initial Creation)`: Schedule initially generated by the algorithm after onboarding or monthly preparation
• `Vn (Regeneration)`: Schedule recreated via the AI Copilot schedule regeneration feature
• `Vn (Direct Edit)`: Schedule saved after directly editing cells in the schedule table
• `Vn (Overwrite)`: Schedule overwritten via Excel file upload
• At the bottom of each version item, status labels such as `Saved on MM/DD` and `Shared on MM/DD (or Last shared)` are displayed.

Sharing and Re-sharing Specific Versions

In addition to the latest version, you can select a desired past version and re-share it with nurses via [Manage Schedule] > [Share Current Schedule] if needed.

• Nurses' mobile apps immediately reflect the active version most recently shared (re-shared) by the manager, rather than the highest version number.
• Even if a past version is shared, the workspace working state is safely maintained at the latest version.

Overwriting Current Schedule (Excel Upload)

If you have a schedule file (`.xlsx`) directly edited and finalized by the head nurse in an external Excel program, you can upload it to the system to replace the current schedule all at once.

1. Click the [Manage Schedule] button at the top right of the schedule table and select [Overwrite Current Schedule].
2. Drag or select the finalized schedule Excel file (`.xlsx`) to upload it in the popup window.
3. Clicking the [Overwrite] button immediately applies the schedule as a new version and automatically distributes (shares) it to the ward nurses' mobile apps.

6. Staff Roster Management

Manage nurse information from the left menu Staff Roster.

The following tasks can be done in Staff Roster Management.

• Add new staff who were not previously on the roster
• Departure of existing staff
• Change information such as shift type for existing staff

Adding Staff / Changing Information

Method 1. Add directly to the roster

• Click the Add Staff button at the top right of the table → register one person at a time in the direct entry screen.
• Required: Staff ID · Name · Rank · Work capability · Shift Type · O status · CD status
• Optional: Hire date, Planned departure date, Preceptor staff ID, Training period (start / end date)

Method 2. Upload a roster file

• Click Add Staff → upload the Excel file in the file upload screen.
• Uploading a file not only adds new staff, but also automatically applies rank · work capability · shift type changes for existing staff.
• If an upload error occurs, refer to the Download Example template to match the format.

Removing Staff

Method 1. Delete directly

• 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 it. The staff member is automatically deactivated on that date and the manager is notified.

Editing the Roster

When editing staff information, also specify the effective start date (e.g., 2026-06). The change applies from that month onward.

Use the Review Changes button to preview the list of pending changes by rank · work capability · shift type · O status · CD status.

7. Edit Ward Shift Information

From the left menu Ward Shift Info, you can edit the items configured during onboarding: Rank / Work Capability / Off-Shift Codes / Shift Codes / Shift Type / Staffing Patterns / Forbidden Patterns.

• To delete items no longer in use, check them and click the trash button.
• If a new item is needed, select + Add Item.
• Forbidden patterns can be created directly by selecting your ward's registered shift codes in the order you want to forbid them.

8. Monthly Schedule Preparation

This is the main page shown after login, where you can view and manage each month's schedule status as cards.

Monthly Status

Preparing the Wanted File

Select a month whose wanted requests have not yet been collected, then click the Upload Wanted File button at the bottom center of the screen to upload the nurses' shift preference file.

Reviewing Off-Shift Information

After collecting wanted requests and before generating each month's schedule, use Review Off-Shift Info to check and adjust each nurse's remaining off-shift balance in advance.

1. Click Review Off-Shift Info at the bottom of the month card.
2. Review each nurse's off-shift information and click cells to make changes.
3. Click Confirm when finished.

Generating Next Month's Schedule

If you also upload next month's wanted file, you can generate next month's schedule right after reviewing this month's.

1. Select next month's card and proceed with Upload Wanted File.
2. Go through the final confirmation and closing steps.
3. Once closing is complete, next month's schedule is generated automatically.

9. Settings and Others

Settings

In Settings at the bottom left, you can change your password or delete your account, and change your name via [Edit Profile].

Reset Ward Data

Use this when you want to set up the ward from scratch.

• If the Keep onboarding data option is on, only the files uploaded in the last onboarding step (Data Upload) are reset; settings such as rank · work capability · staffing patterns are preserved and you return to the onboarding page.
• If the option is off, all ward settings and data are deleted and you must redo onboarding from the beginning.

Customer Center

In Customer Center at the bottom left, you can view notices, frequently asked questions (FAQ), and your inquiry history. You can also submit inquiries directly with the Contact Us button.

Invite Link

Use Copy Invite Link at the bottom left to invite other users.