Staff Management Page: Comprehensive Usage Guide

Introduction to Staff Management Page

Patika's staff management page is a powerful tool that allows you to manage staff information that forms the foundation of your shift planning. Through this page, you can add, edit, sort staff, and set work rules between them. In this guide, you will discover all the features of the staff management page in detail.

Page Access and Overview

You can access the staff management page by clicking the "Staff" or "Nurses" link from the main menu. When the page opens, you will see all your existing staff in a table format. At the top of the page, you'll find a search bar, add staff button, and save buttons.

Page Features

• Search Function: Quick search by staff first name or last name
• Advanced Columns: Toggle button to view class and overtime limit information
• Save and Reset: Save or undo your changes
• Change Tracking: Warning system for unsaved changes

Adding Staff

To add a new staff member, click the "Add Staff" button in the top right corner of the page. In the dialog window that opens, you can enter the following information:

Required Information

• First Name: Staff member's first name (required)
• Last Name: Staff member's last name (required)

Optional Settings

• Overtime Limit: A per-nurse overtime limit. When the toggle is on, you can enter a value between 10 and 500 hours. When off, overtime is distributed equally.
• Staff Class: A value between 1 and 10. Used to group staff by experience level or category. Default value is 1.
• Excluded Shift Hours: Hours when this staff member should not work (1-24). For example, entering "8,12,24" means this staff will not work at hours 8, 12, and 24.

Tip: After adding staff, don't forget to click the "Save" button to save your changes. You can add multiple staff members and save them all at once.

Editing Staff

To edit an existing staff member, click the edit (pencil) icon on the right side of the staff row in the table. In the dialog window that opens, you can change all staff information. The edit dialog contains the same fields as the add dialog.

Quick Editing

When advanced columns are enabled, you can edit some fields directly in the table:

• Class: You can enter a number directly in the table (1-10)
• Overtime Limit: You can toggle the custom limit for each staff and enter an hour value in the table (10-500)

These changes are automatically saved when you press Enter or click outside the field.

Staff Sorting (Drag & Drop)

To change the order of staff, you can drag and drop staff up or down using the drag (grip) icon on the far left of the table. This sorting can affect the priority order of staff in shift planning.

How to Do It?

1. Click and hold the grip icon on the far left of the staff row
2. Drag the staff to your desired position
3. When you release, the sorting is automatically updated

Important: Sorting changes also require saving. Changes won't be permanent until you click the "Save" button.

Staff Classes (Nurse Class)

Staff classes are used to group staff by experience level or category. Class value can be between 1 and 10.

What is Class Used For?

• Shift Requirements: You can set minimum class requirements for certain shifts. For example, if you want at least 2 class 3 staff for a critical shift, you can define this requirement in shift settings.
• Organization: You can better manage staff by organizing them into meaningful groups.
• Reporting: You can create class-based reports and analyses.

How to Set Class?

When advanced columns are enabled, you can enter the class value directly in the table. You can also set the class value when adding or editing staff.

Example Scenario:

If your hospital has 3 different experience levels:

• Class 1: New nurses
• Class 2: Mid-level nurses
• Class 3: Senior nurses

This way, you can guarantee that at least one class 3 nurse is present in critical shifts.

Overtime Limit

Overtime limit allows you to directly set the maximum number of overtime hours a staff member can work per month. When this feature is not enabled, overtime is distributed equally among all staff.

How Does It Work?

• Equal Distribution (Default): When the toggle is off, overtime is distributed equally among all staff and the global limit applies.
• Custom Limit: When the toggle is on, you can set a custom hour limit (10-500) per nurse. Nurses with a custom limit are excluded from hours balancing.

Example Scenario:

If a staff member has special circumstances (pregnancy, health issues, etc.) and needs to work less overtime, you can set a custom limit for them. For example, entering 20 hours means this staff can work a maximum of 20 overtime hours per month.

How to Set Limit?

Activate the "Do you want to set per-nurse overtime limits?" option in the Table Column Settings section. You can then toggle the custom limit for each staff member in the table and enter an hour value between 10 and 500.

Excluded Shift Hours

The excluded shift hours feature allows certain staff to not work at certain hours. This feature is used to manage staff personal preferences or constraints.

How to Use?

When adding or editing staff, you can enter hour values between 1 and 24 separated by commas in the "Excluded Shift Hours" field. For example:

• "8,12,24": This staff will not work at hours 8, 12, and 24
• "1,2,3": This staff will not work during the first hours of night shift
• Leave empty: No hour restrictions

Example Scenario:

If a staff member's child goes to school and they need to be home at 8 AM, you can exclude hour "8". This way, the system will not schedule this staff at hour 8.

Work Mode

There are two different work mode options for each staff member:

• Normal Work: Staff is included in normal shift planning
• Only on Requested Days: Staff only works on days they request

When to Use?

The "Only on Requested Days" mode is ideal for part-time workers or staff who only want to work on certain days. When this mode is enabled, staff is only scheduled on days they request.

How to Change?

You can change the mode using the switch button in the "Work Mode" column of the staff row in the table. Changes are applied immediately but require saving.

Exclusion Pairs

The exclusion pairs feature ensures that certain two staff members do not work on the same shift on the same day. This feature is used to improve staff harmony and work environment.

When to Use?

• If there are personal issues between two staff members
• If they are not wanted to work together
• If there are work harmony issues
• If they need to be kept separate due to special circumstances

How to Add?

1. Go to the "Exclusion Pairs" section at the bottom of the page
2. First, activate the exclusion feature (switch button)
3. Select the first and second staff from two dropdown menus
4. Click the "Add" button

Important: To edit exclusion pairs, you must first save your staff changes. The system disables this feature when there are unsaved staff changes.

How to Delete a Pair?

You can delete a pair by clicking the trash icon next to the added pair. Deletion is applied immediately but requires saving.

Change Management and Saving

All changes you make on the staff management page are only stored in your browser until you click the "Save" button. This way, you can make multiple changes and save them all at once.

Save Process

When you click the "Save" button:

1. The system validates all changes
2. If there are errors, error messages are displayed
3. If there are no errors, all changes are saved to the database
4. A success message is displayed
5. The page is refreshed with current data from the server

Reset Process

If you are not satisfied with your changes, you can undo all changes by clicking the "Reset" button. This operation returns to the last saved state.

Unsaved Change Warnings

The system warns you when you have unsaved changes:

• Warning Banner at Top of Page: Reminds you that there are unsaved changes
• Page Exit Warning: Warns you when trying to navigate to another page
• Browser Close Warning: Warns you when trying to close the browser

These warnings prevent you from accidentally losing your changes.

Bulk Operations

The staff management page processes multiple changes at once:

• Bulk Adding: You can add multiple staff and save them all at once
• Bulk Editing: You can change information for multiple staff
• Bulk Deleting: You can delete multiple staff
• Bulk Sorting: You can change the order of multiple staff

This feature saves you time and allows you to work more efficiently.

Tips and Best Practices

1. Keep Staff Information Organized

Enter staff first and last names consistently. Pay attention to capitalization and avoid unnecessary spaces.

2. Use Classes Meaningfully

Organize staff classes according to your institution's structure. For example, you can classify by experience level, department, or responsibility level.

3. Set Overtime Limit Carefully

Set overtime limits according to staff circumstances. For staff without special circumstances, keep the toggle off for equal distribution.

4. Use Excluded Hours Reasonably

Use excluded hours only when really necessary. Too many restrictions can make shift planning difficult.

5. Manage Exclusion Pairs Carefully

Add exclusion pairs only when really necessary. Too many pairs can restrict shift planning and make it difficult to find solutions.

6. Regular Backup

Before making important changes, take a backup of the current state. You can take a screenshot or take notes.

7. Test

After updating staff information, create a test shift to check the results. This ensures that your settings are working correctly.

Frequently Asked Questions

Why is staff order important?

Staff order can affect the priority order of staff in shift planning. The system can consider the order when planning.

Can I delete a staff member?

Yes, you can delete a staff member by clicking the delete (trash) icon on the right side of the staff row. The deletion process also deletes all shift records, leave requests, and other related data for the staff.

How do exclusion pairs work?

Exclusion pairs ensure that two staff members do not work on the same shift on the same day. The system considers this rule when planning.

How does overtime limit work?

Overtime limit determines the maximum overtime hours a staff member can work per month. Staff with custom limits are excluded from hours balancing. Staff without limits receive overtime equally.

How do excluded hours work?

Excluded hours ensure that staff do not work at certain hours. The system considers these constraints when planning.

Conclusion

The staff management page is one of the most important components of the Patika system. Through this page, you can effectively manage your staff information and build the foundation of your shift planning. Correct staff information and settings enable the system to create better shift plans.

By applying what you've learned in this guide, you can effectively use the staff management page and optimize your shift planning. If you have any questions or suggestions, don't hesitate to contact the Patika support team.

Discover how easy shift planning can be with Patika!