Home Scheduling 2. Creating and publishing shifts

2. Creating and publishing shifts

Last updated on Aug 07, 2026

Managers and Billing users can create shifts for a profile, assign staff, and decide when each shift becomes visible to the assigned team.

Open a profile schedule

On the website:

  1. Open Scheduling.
  2. Select the profile you want to schedule from the profile picker.
  3. Move to the correct week.
  4. Choose List or Calendar.

Calendar shows shifts on a weekly timeline. List shows the same week as day-by-day cards. Both views let you open a shift to edit it when you have permission.

Create a shift

  1. Select New shift, the + on a date in Calendar view, an empty time on the calendar, or a displayed coverage gap.
  2. Choose a Service code if one applies.
  3. Set the Date, Start, and End.
  4. Assign staff to the available staff slots.
  5. Add Shift notes if the team needs instructions or reminders.
  6. Choose Draft or Published.
  7. Select Save draft or Save & publish.

Only team members who have access to the profile appear as assignment options.

Staff slots and service codes

A service code can require one or more staff. Selecting the code changes the number of staff slots available on the shift.

You can leave a slot open and fill it later. BEHCA marks shifts with unfilled required slots as Open.

Only codes assigned to that profile appear in the Service code list. Managers create codes under EVV Settings and assign them to a profile from its Billing Details tab. See Configuring service codes for Scheduling.

Draft or published

  • Use Draft while the schedule is still being prepared. Assigned staff do not see draft shifts.
  • Use Published when the shift is ready. Assigned staff can then see it in My Schedule and in a subscribed external calendar.

You can open a shift later and change its status.

Conflict warnings

As you choose the date, time, service code, and staff, BEHCA checks for:

  • A staff member assigned to overlapping shifts
  • Overlapping work for a service code that does not allow overlap
  • A staff member's published weekly hours compared with their weekly limit

When a shift conflicts with another assignment, change the staff or time when possible. If the overlap is intentional, BEHCA may offer Save anyway. The conflict remains visible on the coverage board.

Edit a shift

Select a shift in List or Calendar view to open it. You can change its date, time, service code, assigned staff, notes, or publication status.

In Calendar view, you can also drag a shift to another time or day. Drag its top or bottom edge to change its length. Calendar changes move in 15-minute increments.

Overnight shifts

Set an end time earlier than the start time to create an overnight shift, such as 8:00 PM to 8:00 AM. The schedule displays the shift across both days.

Remove a shift

  1. Select the shift.
  2. Select Delete.
  3. Confirm the deletion.

If the shift came from a rotation series, changing that one shift makes it a one-day exception. Use Edit series when you want to change the repeating pattern instead.

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