Purpose Statement

• Explain how Scheduling Admins can validate assignments on the Shift Board to confirm schedules are reviewed, accurate, and locked for payroll or operational readiness.

• Validation ensures no further unintended changes occur and confirms final staffing approval.

Background Information

• Validation is a process within the Shift Board used to finalize daily schedules after all assignments are complete and reviewed.

• Common use cases include:

  • Locking schedules for payroll export

  • Ensuring staffing assignments are reviewed

  • Preventing unintentional edits after schedule approval

  • Signifying operational readiness and administrative sign-off

Required Permissions 

• Access Scheduling – to enter the Scheduling module

• Access Shift Board – to view shift assignments

• Scheduling – Shift Board – Can Validate – to validate assignments

• Scheduling – Shift Board – Can Unlock Validation – to unlock and make changes if needed after validation

Video 

Step-by-Step Guide

1. Click on Scheduling > Shift Board.

2. Depending on your department's settings, you may only see the ability to validate on days in the past. 

3. To Bulk Validate, click the checkbox at the top of the Assignment Column.

4. Click on the Lock icon. The assignments will now be validated.

5. To validate individual assignments, you can click the three vertical dots. 

6. Click on Validate. The assignment will now be validated.

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How to Unlock Validation if Edits are Needed 

1. To bulk unvalidate assignments, click the checkbox at the top of the assignment column. 

2. Click on the unlock icon, and the validation will be removed. 

3. To Unvalidate an individual assignment, click the three vertical dots. 

4. Click on Remove Validation. The validation will be removed. 

Best Practices 

• Do:

  • Validate shifts only after confirming all staffing assignments are correct.

  • Communicate with other scheduling admins when unlocking validation to avoid conflicting edits.

  • Validate each day ahead of payroll export or operational reporting deadlines.

• Don’t:

  • Unlock validations without documenting why, to maintain audit clarity.

  • Forget to re-validate after making changes to maintain locked status.

• Common Mistakes to Avoid:

  • Validating before all unassigned slots are covered

  • Overlooking the need to re-validate after unlocking and making edits

Troubleshooting & FAQs 

• I don’t see the Validate button. Why?
  Ensure you have the Scheduling – Shift Board – Can Validate permission enabled.

• Why can’t I edit a validated date?
  The date is locked after validation. Use Unlock Validation if you need to make changes and re-validate afterward.