**Team Schedule** gives Managers and Billing users a weekly view of scheduled work across the organization. (Older docs and bookmarks may still say **Company Coverage** — same page.)

## Open Team Schedule

On the website:

1. Open **Scheduling** and choose **Team Schedule**.
2. Use the **By client** or **By staff** toggle on the page to choose how the week is grouped.
3. Move to the week you want to review.

That page has a blue bar for **Team Schedule**, **Service Codes**, and — when EVV is on — **Team Billing** and **EVV Sessions** (with EVV off, the sessions item is **Timesheets**).

Use the group filter to focus on selected profile groups. In **By client**, you can also filter by service code.

Preferred hours for the week appear on the board as a guide under the shifts.

## Hours next to each name

Each row shows a small hours chip next to the profile or staff name, for example **`12h / 40h`** or **`12h / 40h +4h draft`**:

- **Left number (assigned)** — published shift hours for that week only. Drafts are not included here.
- **Right number (preferred)** — total preferred hours for that week (coverage need for a profile, or availability for a staff member).
- **`+Nh draft`** — lighter secondary text when draft shift hours exist that week. It is a reminder that unpublished hours are still on the board; it is not part of the assigned total.

Hover the chip for a tooltip with Preferred / Assigned (and Draft when present). On **By client**, the tooltip can break assigned hours down by staffing ratio (for example 1:1 or 2:1). On **By staff**, it can break them down by profile. If assigned is below preferred, the assigned number is highlighted so under-coverage is easier to spot.

## By client

**By client** groups shifts under each profile. Use it to see:

- Scheduled times and assigned staff
- Draft and published shifts
- Required staff slots that are still open
- Preferred-hour coverage gaps
- Service-code overlaps

Select a profile name or a shift chip to open that profile's weekly schedule. On **Team Schedule**, click a **coverage gap** to start a new shift with that date and time already filled in.

## By staff

**By staff** groups shifts under each team member. Use it to see:

- Which profiles and times each person is scheduled for
- Draft and published assignments
- Double-bookings
- Service-code overlaps

Select a staff member to open their **staff week** — all of their shifts that week, across every profile they are assigned to. The page opens in **Calendar** view; switch to **List** if you prefer.

At the top of that page, the team member’s name is a **dropdown**. Use it to open another person’s week (or an **upcoming hire**’s week) for the **same week** you already have selected, without going back to **Team Schedule**.

## Needs attention

The **Needs attention** area summarizes:

- **Coverage gaps** — preferred profile hours that are not covered by shifts
- **Profile access issues** — someone is still assigned on a shift but no longer has access to that profile
- **Double-bookings** — the same staff member assigned to overlapping shifts
- **Service-code overlaps** — overlapping work on a code that does not allow it
- **Staff utilization** — team members with no published shifts or more than 40 published hours that week
- **Authorized-hours warnings** — published hours this week are approaching or over the profile’s monthly authorized cap ([Profile Billing Details and authorized hours](https://support.behca.com/hc/behca-support/articles/profile-billing-details-and-authorized-hours))
- **EVV adherence** — ended published shifts with no matching EVV session or an EVV session that started at least 15 minutes late
- **Upcoming-hire shifts** — published or draft slots reserved for a named hire who has not joined yet
- **Open staff slots** — required staff capacity that is still unassigned

Select an item to open the relevant profile or staff schedule. **Profile access** items also include **Reassign shifts** next to the link.

Each sidebar card lists only a few examples. When you see **Showing X of Y**, select **View all** for the full list for that category — same week and filters as **Team Schedule**. You can change the week, switch categories with the chips at the top, and page through longer lists. Most rows open the profile or staff week; a **coverage gap** opens **New shift** with the time prefilled instead.

## Authorized hours on Team Schedule

This compares **published** shift hours for the week to the profile’s **monthly** authorized cap (a share of that cap for this week). It is a planning warning — it does not change worked time on **Team Billing** or EVV.

Set or change the cap on **Profile** → **Billing Details**. See [Profile Billing Details and authorized hours](https://support.behca.com/hc/behca-support/articles/profile-billing-details-and-authorized-hours).

## Profile access issues

Someone can lose access to a profile after they were already scheduled — for example they were removed from a **Group**, a **Guest** share was revoked, or their team account was **archived**. BEHCA does not remove their name from existing shifts automatically.

You will see:

- **No access** on the shift itself — next to their name on the scheduled block on **Team Schedule**, a profile week, or a staff week (for example **Jordan (No access)**). Opening the shift shows the same label on their staff slot.
- A yellow callout at the top of a **profile week** or **staff week** listing who is affected
- **Profile access issues** under **Needs attention** on **Team Schedule** (with **Review team access** linking to **Manage Team**)

On a shift that has not started, you can change the date, time, notes, or staff. Saving is blocked until the person marked **No access** is replaced or the slot is cleared.

### Reassign shifts

**Reassign shifts** only changes shifts that have not started yet. Shifts that already happened stay as they are.

Open it from the yellow callout, from **Needs attention**, or from the shift (**Reassign this shift or all of them**) when one person has lost access.

1. Pick someone who can access this profile.
2. Choose **This shift only**, or **All upcoming shifts on this profile**.
3. If a shift comes from a rotation, you can also update the rotation so later weeks use the new person. If you skip that, the rotation can schedule the old person again.
4. Select **Reassign**.

If the new person is already booked at that time, pick someone else or select **Reassign anyway**.

If this person has no shifts on the profile that have not started yet, **Reassign shifts** has nothing to change. Shifts that already happened stay as they are. The **No access** warning can still show until you give them access again on **Manage Team**.

## Drafts and open slots

A draft is not visible on the assigned person's **My Schedule**. An open slot means a service code requires more staff than are currently assigned.

Review both before the week begins, even when no overlap warning is shown.

## Resolving a warning

Open the affected shift and:

- Change the start or end time
- Assign a different staff member (or use **Reassign shifts** when they no longer have profile access)
- Fill an open staff slot
- Publish a shift that is ready
- Remove a duplicate or unnecessary shift

BEHCA can allow an intentional overlap to be saved, but the warning remains on the coverage board so Managers can continue to see it.

## Planned vs worked time on a profile week

When your organization records hours (**Timesheets** with Scheduling, or **EVV**), you can compare **published shifts** to **clocked or EVV sessions** for one profile in the same week.

Open the profile from **Scheduling** (profile picker) or from **Team Schedule → By client** (profile name or shift). That **profile week** is separate from **My Schedule**, where each staff member sees only their own assignments and hour summary.

**Calendar view**

- **Scheduled** shifts use the main column.
- Worked sessions appear in a narrower **Actual** column on the right when any exist that day. The legend reads **EVV actuals** or **Time actuals**, depending on whether **Enable EVV** is on.
- Actual blocks line up in time with shifts so you can see whether work matched the plan. They do not replace or edit the shift.

**List view**

- Each day lists shifts, **profile events**, **coverage gaps**, and worked sessions in time order.
- A worked session shows its time range, service code (when set), staff name, and an **EVV** or **Time** badge. **In progress** appears while a visit or clock session is still open.

Select a worked session on the calendar to open the read-only session details (same as from **EVV Sessions** or **Timesheets**). Select a shift to edit the schedule.

## Scheduling and EVV differences

An EVV warning does not edit the schedule or the visit. Review the scheduled shift and the recorded EVV session separately before deciding whether either record needs correction.

## Related articles

- [Creating and publishing shifts](https://support.behca.com/hc/behca-support/articles/creating-and-publishing-shifts)
- [Setting preferred hours](https://support.behca.com/hc/behca-support/articles/setting-preferred-hours)
- [Viewing My Schedule and adding it to your calendar](https://support.behca.com/hc/behca-support/articles/viewing-my-schedule-and-adding-it-to-your-calendar)
- [Scheduling upcoming hires](https://support.behca.com/hc/behca-support/articles/scheduling-upcoming-hires)
- [Editing past visits](https://support.behca.com/hc/behca-support/articles/editing-past-visits)
- [Editing a team member's role and permissions](https://support.behca.com/hc/behca-support/articles/editing-a-team-members-role-and-permissions)