Purpose Statement

Create a one-day exemption to a user's assigned rotation on the Shift Board so you can make a temporary adjustment without changing the user's ongoing scheduled rotation.

Background Information

Users assigned to a rotation normally follow their standard placement and assignment pattern on the Shift Board. In some cases, a supervisor or scheduler may need to make a one-day change without affecting the user's long-term rotation.

A rotation exemption removes the rotational indicator for that specific date only. Once the exemption is created, you can adjust the user's assignment, add notes, or make other day-specific changes while preserving the user's normal rotational assignment on future dates.

Common use cases include temporary staffing adjustments, coverage changes, special assignments, or documenting exceptions that apply only to a single shift date.

Required Permissions

• Scheduling — Access Scheduling
• Scheduling — Access Shift Board
• Scheduling — Add/edit personnel into shift board
• Scheduling — Edit notes section of the shift board

Video

Step-by-Step Guide

Open the Shift Board

• Click the First Due logo.
• Select Scheduling.
• Click Shift Board.

Identify the user assigned by rotation

• Locate the user on the Shift Board.
• Confirm the user is currently assigned through their normal rotation.
• Look for the user's rotational indicator, which shows the assignment is tied to the rotation.

Create a one-day exemption using the pencil option

• Select the pencil icon for the user.

  

   

• Hover over Save.
• Click This Date.

• This removes the rotational indicator for that specific day only.
• Once the indicator is removed, adjust the user as needed for that single date.

Create a one-day exemption by drag and drop

• Drag the user out of their current assignment into another assignment.
• This removes the user's rotational indicator for that date.
• Drag the user back to their original assignment if needed.
• After returning the user to the original location, the rotational indicator remains removed for that day, allowing you to make date-specific edits.

Confirm the exemption only applies to one day

• Move forward to the next scheduled date.
• Verify the user returns to their normal assignment and standard rotational position.
• Confirm the exemption did not alter the user's ongoing rotation.

Best Practices

• Use one-day exemptions only for temporary changes that should not affect the user's recurring rotation.
• Add notes whenever the exemption is made for staffing clarity or audit purposes.
• Verify the selected date before saving to avoid creating an exception on the wrong shift.
• Use the pencil method when you want a more direct way to create the exemption.
• Use drag and drop when you are already actively rearranging personnel on the Shift Board.
• Review the next scheduled date to confirm the user's normal rotation remains intact.

Troubleshooting & FAQs

Q: I edited a user, but the change affected their normal rotation. What happened?

A: The change may have been saved to the rotation instead of the individual date. Use This Date or Save for This Date to create a single-day exemption.

Q: How do I know the exemption only applies to one day?

A: After creating the exemption, move to a future date on the Shift Board. The user should appear back in their normally assigned position with their standard rotation intact.

Q: What does it mean when the rotational indicator disappears?

A: It means the user is no longer tied to the rotation for that specific date, so you can make a one-day adjustment.

Q: Can I add notes as part of the exemption process?

A: Yes. Selecting the pencil icon, entering notes, and saving for This Date removes the rotational indicator and documents the reason for the exception.

Q: Why would I use drag and drop instead of editing directly?

A: Drag and drop is helpful when you are actively moving personnel between assignments and want to remove the rotational indicator as part of that workflow.