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Scheduling

shifts, preferred hours, rotations, Team Schedule, My Schedule

By Matthew LeDoux

• 7 articles

1. Scheduling overview

BEHCA Scheduling helps residential organizations plan weekly coverage for profiles and show team members when they are expected to work. Scheduling is available on the Residential plan. Your organization also needs Team Scheduling enabled (an early-access setting managed by BEHCA). What managers can do Managers and Billing users can use Scheduling on the website to: - Create one-time or recurring shifts - Assign staff who have access to the profile - Keep shifts as drafts or publish them to staff - Set the number of staff needed for each service code - Record a profile's usual preferred hours and team members' preferred availability - Review coverage gaps, open staff slots, double-bookings, service-code overlaps, and weekly staff hours - Open Team Billing and EVV Sessions when EVV is on the plan - Compare scheduled shifts with Electronic Visit Verification (EVV) sessions when EVV is enabled Creating, assigning, publishing, and deleting shifts is website-only. What staff and guests can do Team members can open My Schedule on the website or mobile app to see their published shifts. Draft shifts are manager-only. Published shifts on My Schedule are read-only — ask a Manager to change a shift or assignment. When EVV is enabled, My Schedule also shows worked time next to scheduled shifts. That page replaces the older separate Hours Worked page. Each published shift can include: - The profile - The date and start/end times - A service code - Other assigned staff - Shift notes A Manager can turn on two preferred-hours permissions for Staff or Guests (when Scheduling is enabled): - Set Preferred Hours — edit preferred coverage hours on profiles they can access - Set Own Preferred Hours — edit their own availability on My Schedule Neither permission lets them create, assign, publish, or delete shifts. See Setting preferred hours. Where to find Scheduling Managers and Billing users On the website, select Scheduling from the main navigation. Clicking it opens the selected profile's weekly schedule. The blue bar under Scheduling includes: - Team Schedule — organization-wide week board (formerly called Company Coverage) - EVV Settings — service codes used on shifts (and organization EVV options when EVV is on your plan) If your plan also includes EVV, the same blue bar adds Team Billing and EVV Sessions. Scheduling and EVV are separate entitlements — having Scheduling does not mean EVV is on, and the reverse is also true. Inside Team Schedule, use By client or By staff to switch how the week is grouped. Those options are on the page itself, not separate top-nav items. On a profile's weekly schedule, use List or Calendar to change how shifts are shown. Staff and guests On the website, open your user menu and select My Schedule. Draft and published shifts - Draft shifts appear to Managers and Billing users while the schedule is being prepared. - Published shifts appear on the assigned team members' My Schedule and calendar subscriptions. Publishing does not change who can access a profile. Staff can only be assigned to profiles they already have permission to access. Scheduling and EVV Scheduling plans when work should happen. EVV records when work actually happened. When both features are enabled, BEHCA can compare scheduled and worked times and highlight late, short, over, missing, or unscheduled work. A schedule does not start or end an EVV visit for the staff member. Timezones Profile schedules use the profile's timezone. My Schedule uses the signed-in user's timezone when displaying their week. Related articles - Creating and publishing shifts - Setting preferred hours - Reviewing Team Schedule and conflicts - Viewing My Schedule and adding it to your calendar - Configuring service codes for Scheduling

Last updated on Aug 07, 2026

2. Creating and publishing shifts

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. Related articles - Creating recurring rotation series - Setting preferred hours - Configuring service codes for Scheduling - Reviewing Team Schedule and conflicts

Last updated on Aug 07, 2026

3. Setting preferred hours

Preferred hours are weekly time windows used as a scheduling guide. They are not shifts — they do not assign staff or publish work. There are two kinds: - Profile preferred hours — when a profile usually needs coverage. These drive coverage gaps on the profile schedule and Team Schedule. - Staff preferred hours — when a team member is usually available. These appear as gray bands on My Schedule and on that person's staff schedule. Managers see them when assigning people to shifts. Profile preferred hours Who can set them Managers and Billing users can set preferred hours for profiles they can access. A Manager can also turn on Set Preferred Hours for a Staff or Guest user (Manage Team → open the person → permissions). That lets them edit preferred hours on profiles they can access. It does not let them create or edit shifts. Set the weekly hours On the website: 1. Open Scheduling. 2. Select the profile. 3. Select Preferred hours. 4. Add one or more time windows to each applicable day. 5. Leave a day blank if no preferred coverage is needed. 6. Select Save preferred hours. The windows repeat every week until someone changes them. Each window must start and end on the same day. Preferred hours cannot run overnight; split overnight coverage into a late window on one day and an early window on the next. Using more than one window A day can have multiple preferred windows. For example: - 7:00 AM to 10:00 AM - 3:00 PM to 8:00 PM Use separate windows when coverage is not needed for the entire period between them. Coverage gaps BEHCA compares profile preferred hours with scheduled shifts. Preferred time with at least 15 minutes uncovered appears as a Coverage gap. A Manager can select a gap from the profile calendar or Team Schedule board to start a shift with the gap's date and time already filled in. A gap means that preferred time is not fully covered by scheduled shifts. It does not automatically mean a staff member missed work. Staff preferred hours Staff preferred hours describe when a person is usually available to work. They are a guide for Managers when building the schedule. Who can set them - Managers and Billing users can always edit a team member's preferred hours from that person's staff schedule page. - Staff and Guests can edit their own preferred hours on My Schedule only when a Manager turns on Set Own Preferred Hours for them (Manage Team → open the person → permissions). Managers and Billing users always have both preferred-hours permissions. Set your own hours (Staff / Guest) If Set Own Preferred Hours is on for your account: 1. Open your user menu and select My Schedule. 2. Select Preferred hours. 3. Add weekly time windows for the days you are usually available. 4. Save. Gray bands on the Calendar view show those windows. They do not create shifts. End time must be after start time on the same day (for example, 9:00 AM to 5:00 PM). Edit someone else's hours (Managers) 1. Open Scheduling. 2. Open Team Schedule, or open a staff member's week from there. 3. Select Preferred hours. 4. Adjust the weekly windows and save. Staff preferred hours also show on the shift and rotation forms when you assign people, so you can see whether a proposed time overlaps their usual availability. Change or remove preferred hours Open Preferred hours again, adjust the weekly windows, and save. Remove a window from a day if it is no longer needed. Changing preferred hours updates the gray bands and (for profiles) coverage-gap calculations. It does not change existing shifts. Related articles - Creating and publishing shifts - Viewing My Schedule and adding it to your calendar - Editing a team member's role and permissions - Reviewing Team Schedule and conflicts

Last updated on Aug 07, 2026

4. Creating recurring rotation series

Rotation series help Managers and Billing users create repeating shifts for a profile instead of entering each date separately. Create a rotation series On the website: 1. Open Scheduling and select the profile. 2. Select Rotation series. 3. Select New series. 4. Enter a clear Series name. 5. Choose a Service code if one applies. 6. Set the start and end times. Overnight hours are supported. 7. Select the days of the week. 8. Choose a rotation: - Fixed assignment uses the same staff on every selected day. - A / B weeks alternates between two staff assignments each week. 9. Assign staff to the available slots. 10. Add shift notes if needed. 11. Choose Draft or Published. 12. Select Save series. BEHCA generates dated shifts from the series two weeks ahead. A published series creates published shifts that assigned staff can see. A draft series remains manager-only. A / B week rotations Use A / B weeks when staffing alternates every week. Set Week A starts to a date in the week that should use the Week A assignment. BEHCA uses that week as the starting point and alternates between Week A and Week B. Edit the recurring pattern Open Rotation series, find the series, and select Edit. Changes to the series rebuild its future generated shifts while preserving customized dates. Edit the series when you want to change the repeating: - Days - Hours - Service code - Staff rotation - Notes - Draft or published status Change only one date Select a generated shift on the weekly calendar and edit it like a normal shift. BEHCA marks that date as a one-day exception and leaves the series pattern unchanged. The exception stays in place when the series is edited again. Select Edit series from the shift when you intended to change the recurring pattern. Deleting one generated shift also keeps that date as an exception so the series does not recreate it. Delete a series Open the series, select Delete series, and confirm. Deleting a series removes its future generated shifts. One-day exceptions are kept because they were intentionally customized. Conflict warnings BEHCA checks the generated assignments for overlapping staff shifts and displays weekly-hour information. Resolve warnings by changing the times or staff when possible. Related articles - Creating and publishing shifts - Reviewing Team Schedule and conflicts

Last updated on Aug 07, 2026

5. Reviewing Team Schedule and conflicts

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. 2. Select Team Schedule in the blue bar at the top of the page. 3. Use the By client or By staff toggle on the page to choose how the week is grouped. 4. Move to the week you want to review. The same blue bar also links to EVV Settings. Team Billing and EVV Sessions appear there only when EVV is on your plan. Use the group filter to focus on selected profile groups. In By client, you can also filter by service code. 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 shift to open that profile's detailed weekly schedule. Select a gap to start creating a shift for that uncovered time. 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 full week across profiles. That staff week can be viewed as a List or Calendar. Needs attention The Needs attention area summarizes: - Coverage gaps — preferred profile hours that are not covered by shifts - 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 - EVV adherence — ended published shifts with no matching EVV session or an EVV session that started at least 15 minutes late Select an item to open the relevant profile or staff schedule. 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 - 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. 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 - Setting preferred hours - Viewing My Schedule and adding it to your calendar - Editing past visits

Last updated on Aug 07, 2026

6. Viewing My Schedule and adding it to your calendar

My Schedule shows the published shifts assigned to you. Draft shifts do not appear until a Manager publishes them. On the website, the page title is My Schedule / Hours Worked. Older bookmarks to Hours Worked open this same page. Open My Schedule On the website: 1. Open your user menu. 2. Select My Schedule. 3. Use the arrows to move between weeks. 4. Choose List or Calendar. Each shift can show the profile, scheduled time, service code, coworkers, and shift notes. If a shift you expected is missing, ask a Manager to confirm that you are assigned and the shift is Published. List and Calendar views - List groups your shifts by day and shows their details. - Calendar places shifts on a weekly time grid. Scroll to see overnight hours. Published shifts are read-only. Ask a Manager to change a shift or assignment. Your preferred hours If a Manager turned on Set Own Preferred Hours for your account, you can record when you are usually available: 1. Open My Schedule. 2. Select Preferred hours. 3. Add weekly time windows and save. Gray bands on the Calendar view show those windows. They are a scheduling guide only — they do not create shifts. Managers can also edit your preferred hours from your staff schedule page. If you do not see Preferred hours, ask a Manager to enable Set Own Preferred Hours for you in Manage Team. On mobile The mobile app's My Schedule shows published shifts one week at a time. It can show the profile, time, service code, other assigned staff, shift notes, and EVV comparisons supplied with the shift. Editing preferred hours is website-only. Managers must use Scheduling on the website to create, assign, publish, or delete shifts. Scheduled and worked time When your organization also uses Electronic Visit Verification (EVV), My Schedule includes the worked-time summary that used to live on a separate Hours Worked page. The week summary shows: - Scheduled — total time from your published shifts - Worked — total matched EVV time - Variance — the difference between scheduled and worked time A shift may also be marked Upcoming, In progress, Complete, Late, Short, Over, or Missing. EVV work that does not match a shift appears as Worked (not on schedule). These labels help identify records to review; they do not change either the shift or the EVV visit. Add My Schedule to another calendar You can subscribe to your published shifts from Apple Calendar, Google Calendar, or Outlook: 1. Open My Schedule. 2. Select Add to calendar. 3. Copy the private subscription URL or follow the option for your calendar: - Apple Calendar: select Subscribe on this device, or create a new calendar subscription and paste the URL. - Google Calendar: under Other calendars, choose From URL and paste the HTTPS link. - Outlook: choose Add calendar → Subscribe from web and paste the HTTPS link. The calendar service refreshes automatically when published shifts change. Updates often appear within an hour, but Google Calendar may take longer. Keep the subscription link private Anyone with your subscription link can see your published shifts. Do not share it. If the link may have been exposed: 1. Open Add to calendar. 2. Select Regenerate link. 3. Confirm the change. 4. Add the new link to your calendar again. The old link stops updating as soon as it is regenerated. Common questions - Why don't I see a draft shift? — Drafts are manager-only. The shift must be published before it appears in My Schedule. - Where did Hours Worked go? — On the website, worked hours now appear on My Schedule. Open My Schedule from your user menu. - Why hasn't my external calendar updated yet? — Calendar services choose their own refresh schedule. Wait and check again later; Google can take longer than an hour. - Does a calendar event start my EVV visit? — No. Start and end EVV visits in BEHCA as usual. - Can I edit a shift in Apple, Google, or Outlook? — Changes made to a subscribed event do not update BEHCA. Ask a Manager to edit the shift in BEHCA. Related articles - Scheduling overview - Setting preferred hours - Creating and publishing shifts - Starting a visit - Ending a visit

Last updated on Aug 07, 2026

7. Configuring service codes for Scheduling

Managers and Billing users configure service codes on EVV Settings. For Scheduling, a service code controls how many staff slots a shift has and whether that service can overlap another scheduled service for the same profile. When EVV is also on your plan, the same page holds organization EVV toggles and the same codes are used for EVV visits. Setting up a code takes two steps: create the code for your organization, then assign it to the profiles that use it. A code does not appear in the shift form until it is assigned to that profile. Open EVV Settings How you open the page depends on what your organization has enabled: - With Scheduling: open Scheduling, then select EVV Settings (dropdown or blue bar). - With EVV but not Scheduling: open the EVV top-nav item, then select EVV Settings. - If you are already on Team Schedule, Team Billing, or EVV Sessions, select EVV Settings in the blue bar. Older bookmarks to Service Codes redirect here. Organization EVV options These controls appear when your plan includes EVV. They used to live under Organization Settings and are managed here now: 1. Enable EVV — turn Electronic Visit Verification on or off for the whole organization. When on, eligible staff can check in and check out of client support sessions from the mobile app, with location and signature verification. 2. Split overnight visits on export — when on, visits that cross midnight are written as two CSV export rows (ending 11:59 PM and starting 12:00 AM). Sessions and progress notes in BEHCA stay as one visit. Turn this off if your agency import accepts multi-day visits. If you only have Scheduling, you can still manage Service Codes on this page; the EVV toggles above do not apply until EVV is on your plan. Organization Provider ID and Service Codes Below the EVV toggles, the Service Codes section includes: - Organization Provider ID — your payer or program ID (for example Medicaid or NDIS) used to associate EVV sessions with your organization. - The list of medical, service, and mileage codes for the organization. Add a service code 1. Open EVV Settings (from Scheduling or the EVV top-nav item, depending on what your organization has enabled). 2. Scroll to the Service Codes section. 3. Select Add Service Code. 4. In the New Medical/Service Code window, enter a Name. This is the label your team sees on shifts, so use something recognizable such as Community access 2:1. 5. Add the Service Element, Procedure Code, and Service Modifier Code if your billing or reporting process uses them. These are optional and are not used by the scheduler. 6. Leave This service code is used to track mileage off for a code you plan to schedule. Turn it on only for mileage reimbursement codes. 7. Set This service code allows overlapping hours by staff. It is on by default. 8. Enter the Number of staff (scheduler). The default is 1. 9. Select SAVE. Assign the code to profiles A new code is available to your organization but not yet to any profile. For each profile that uses the code: 1. Open the profile. 2. Go to its Billing Details tab. 3. Add the code under Medical/Service Codes. 4. Save the profile. The code then appears in the Service code list when a Manager creates or edits a shift for that profile. Number of staff The staff number sets how many assignment slots appear when a Manager selects the code on a shift. For example: - Enter 1 for a one-staff shift. - Enter 2 for a two-staff shift. If a required slot is not assigned, the schedule marks it as open. The staff number is not used for mileage codes. Mileage codes are not available as shift types. Allowing or preventing overlap Turn This service code allows overlapping hours by staff off when the service should not be scheduled at the same time as another shift using a no-overlap service code for that profile. BEHCA warns Managers about these overlaps while a shift is being created and on the Team Schedule board. This setting is separate from staff double-booking. BEHCA also warns when the same staff member is assigned to two profiles at overlapping times. Edit a service code Open EVV Settings, scroll to Service Codes, and select Edit beside the code. Changing the staff number affects the slots shown when the code is selected on newly created or edited shifts. Review existing schedules when changing a code used by active shifts. Common questions - Why doesn't my new code appear when I create a shift? — The code still needs to be assigned to that profile under its Billing Details tab. - Why is a mileage code missing from the shift form? — Mileage codes are excluded from scheduling by design. - Where did Enable EVV and billing codes go? — Open EVV Settings under Scheduling or EVV. They are no longer under Organization Settings. Enable EVV only applies when EVV is on your plan. - Why are Add Service Code and Edit unavailable? — Service codes require a plan that includes EVV or Scheduling. Related articles - Creating and publishing shifts - Reviewing Team Schedule and conflicts - What EVV is and when you need it - Hours worked and billing summary

Last updated on Aug 07, 2026