SScheduler User Manual (For Ward Managers)

This manual is the user guide for the SScheduler scheduling web service. Even first-time users can create and manage nurse schedules by following this document.

Where should I start?

1. Sign Up and Login

Sign Up

Click the invitation link sent by your hospital administrator to open the Sign Up screen.

• Hospital Name / Ward Name are filled in automatically via the invitation link.
• Enter your Name / Password manually.

Review the Terms of Service, Privacy Policy, and Marketing Consent, then agree and sign up.

Login

Log in after completing registration.

• Check Keep me logged in to stay signed in even after closing the browser.
• If you forgot your password, click Forgot your password? to receive a reset link via email.

• After your initial registration, access https://sscheduler.oaasis.cc/ and log in from there.

2. Onboarding (One-time Setup)

Step 1. Staff Information Settings ⭐ Required

Register the criteria used to classify nurses in your ward. Configure the 4 tabs in order.

① Rank (Seniority)

1. Among the default items, uncheck any ranks not used in your ward.
2. If a new rank is needed, add it with + Add Item.

② Work capability (Skill Level)

Work capability levels later serve as the basis for staffing pattern configuration, so register them according to your ward's skill structure.

1. Among the default items, uncheck any that are not used in your ward.
2. If a new item is needed, add it with + Add Item.

③ Off-Shift Codes

1. Expand each category dropdown and uncheck off-shift codes not used in your ward.
2. For codes not in the list, add them with + Add Item.

④ Shift Codes

1. Expand each category dropdown and uncheck shift codes not used in your ward.
2. For codes not in the list, add a new shift code with + Add Item. You must enter the working hours together with the code name.

Step 2. Shift Settings ⭐ Required

Register the working methods and patterns required for schedule generation.

① Shift Type

Each worker belongs to one shift type and is assigned the shift codes included in that type by default. Configure based on the codes most frequently assigned to nurses.

1. Click + Add Item to register a shift type.
2. Enter a name (e.g., "3-Shift") → Select the applicable shift codes (e.g., D, E, N).
3. Added codes appear as tags and can be removed with 🗑️.
4. Add more shift types with + Add Item as needed.

Any shift code you want to include in a staffing pattern must first be registered in that shift type's shift codes.

Example: To include a D/E 2-shift type in a staffing pattern as M2, add the M2 code to the D/E 2-shift type first.

② Staffing Pattern

Set the minimum number of staff you want assigned to each shift, per work capability group.

Multiple staffing patterns can be registered, and work capability groups may overlap.

1. Click + Add Staffing Pattern, then enter a pattern name and select the applicable competencies.

   Select all work capability levels you want included in the shifts per day/duty defined by this staffing pattern.

   Depending on the shift combination you want, the same work capability can be included in multiple staffing patterns.

2. Set the shift codes to assign to this group. If codes other than D, E, N are needed, click the Select button, choose the shift codes to add, and click Add.
3. Check the options to configure together.
   • Min Setting: Minimum number of staff that must be assigned to the shift
   • Max Setting: Maximum number of staff that can be assigned to the shift
   • Required: When checked, the rule is strictly enforced.
4. Enter the number of staff to assign per duty.
   • Autofill: After entering one row, press Enter and the rows below are auto-filled with the same value.
   • Remove a day: Click the ✖ button on the left to remove days that don't need a setting (e.g., assistants don't work Saturdays → remove Sat).
5. Click Save to register the pattern. You can later click the pattern again to edit it, or delete it with the trash button.
6. After configuring all staffing patterns, click the [Next] button.

Usage examples

• Minimum crew size per shift (Min Setting, Required)

• Maximum staff per work capability (e.g., prevent more than 1 new nurse per shift)

• Minimum staff per work capability

• Removing days that don't need a staffing pattern

③ Forbidden Patterns

1. Among the default forbidden patterns, uncheck any not used in your ward.
2. Any forbidden pattern not on the list can be created directly with + Add Item. In the Select shift code to add dropdown, pick a code and click Add to stack the codes in the order you want to forbid them, then click Save to register the pattern. (e.g., add `E2` → `M` → the "M on the day after E2" sequence is forbidden.)
3. Forbidden patterns registered here can also be added or edited later under Ward Shift Info > Forbidden Patterns. (See 7. Edit Ward Shift Information.)

Step 3. Data Upload ⭐ Required

The final step: register your nurse roster.

• File Upload: Drag and drop or upload an Excel file (`.xls`, `.xlsx`, `.csv`). Check the format first with Download Example.
• Direct Entry: You can also enter data directly in the popup table without a file.

  

  Once each file uploads without issues, its status changes to [Upload Complete].

Staff Roster Upload Guide

Field entry guide (Staff Roster Upload)

• Download the example file, follow the first sheet "File Instructions", fill in the 'Roster' sheet → save → upload to the site.

Previous Month Schedule Upload Guide

Upload the previous month's schedule file downloaded from MediInfo as is.

• Upload the file for the month immediately preceding the target month.
  • ex. If the month you want to generate is July 2026, the previous month's schedule must be the June 2026 file.
• The shift summary and leave balance columns next to the previous month's schedule on the MediInfo screen must be included.
  • Do not copy only the schedule from MediInfo; copy and paste the entire screen as is.
  • If there is no remaining balance, enter 0 instead of leaving it blank.
  • Negative values can be entered as shown.
• All shift codes and off-shift codes used in the schedule must be registered under Shift Codes / Off-Shift Codes in Onboarding Step 1.

Wanted File Upload Guide

Upload the shift preference (wanted) file submitted by nurses.

Entry guide

• Staff IDs and names must match the staff roster.
• The month of the wanted file must match the target month you are generating.

3. Reviewing the Schedule

After uploading files, click the View Schedule button and a draft schedule is generated automatically. You can review the generated schedule and regenerate / edit it.

Schedule Table

Each nurse's monthly shift calendar is displayed as a table.

Scrolling to the far right shows each nurse's D / E / N / OFF (total of all off-shift codes) / totals per off-shift code.

Click the [Manage Schedule] button at the top right of the schedule table to perform the following actions:

• Export to Excel: Download the current schedule as an Excel file (`.xlsx`).
• Share Current Schedule: Distribute the reviewed schedule to ward nurses via the mobile app.
• Overwrite Current Schedule: Upload a finalized schedule file edited in an external Excel program to replace the live schedule and automatically share it.

Use the top filters to selectively view applied wanted requests, preceptor-preceptee groups, and more.

When done, distribute to your team by clicking Save → Manage Schedule > Share Current Schedule or Export to Excel.

[How to edit the schedule]

1. Manual Edit: Click a cell to change the shift / off-shift code from the dropdown. The number of edits is shown at the top, and undo is available. If you save while violating a required rule or leaving a wanted request unfulfilled, the [Required Rule Unmet Notice] modal is displayed. Unfulfilled wanted requests are highlighted with an orange border (2px outline) and a yellow background in the schedule table.
2. AI-Assisted Edit: If you need to add · edit rules or modify the schedule, refer to 4. Using the SScheduler AI Copilot.
3. Overwrite Current Schedule (Excel Upload): You can replace the schedule all at once by uploading a schedule file (`.xlsx`) finalized in an external Excel program. It is automatically shared with nurses immediately upon upload. (Detailed guide: 5. Finalizing and Sharing the Schedule)

Staffing Pattern Table

Check staffing pattern fulfillment below the schedule table.

4. Using the SScheduler AI Copilot

After reviewing the schedule, use the chat panel on the right to make requests to the AI in natural language, or use the buttons at the bottom to view current rules / add key hospital rules / regenerate the schedule.

[Schedule Modification]

• Change a shift: "Change Nurse Hana Lee's D on June 4 to N"
• Add a rule: "Avoid 5 consecutive workdays", "Avoid E OF D"
• Add a rule that isn't on the list: Rules not included in the Key Hospital Rules list can also be requested in natural language, within what the system supports.
  • "Do not assign Nurse A and Nurse B to the same duty on the same day"
  • "Fix the maximum number of N shifts at 7 for all 3-shift nurses"
• Delete a pattern: "Remove Nurse A's shift pattern on days 4~6"

Once the AI processes the change, it is reflected in the schedule table immediately. If satisfied, click Save above the schedule table on the left.

[Adding Rules]

When you request a rule, the AI proceeds in the following order.

• ① Rule Summary is displayed: Rule name / Target / Period
• ② Select Period: The AI asks "Should this rule be applied automatically every time you build a schedule from now on?" Choose Yes, keep applying or No, this month only, then click Done Selecting.
  • Choosing Yes, keep applying carries the rule over automatically when you create the next schedule.

• ③ Select a follow-up action
  • Add another rule: Continue setting additional rules
  • Regenerate schedule: Regenerate the schedule with the new rule applied
  • Reconfigure rule / Ask a follow-up question: Fine-tune details

Practical Guide to Adding Rules

1. Select all the rules you want, then click the [Done Selecting] button.

1. Configure the rules one by one following the flow of the chat.

1. If the rule's scope needs additional configuration, you can ask the AI in chat as shown below.

1. After setting all rules, add more via [Add another rule] at the bottom, or if a rule was set incorrectly, fix it via [Reconfigure rule].

[Regenerate Schedule]

Once all rules are ready, you can regenerate the schedule using the Regenerate Schedule button at the bottom of the chat.

You can choose between two modes when regenerating.

• Fast Generation (5 min): Generates quickly, but some rules may not be satisfied.
• Precision Generation (30 min): Takes longer, but generates a schedule that satisfies all rules as much as possible.

[View Current Rules]

Click the View Current Rules button to see the list of all rules applied to this schedule, from the existing required rules to the key hospital rules you added via AI chat.

[Changed] and [Added] labels appear when a rule was added or changed through Add Key Hospital Rules.

• To verify that a rule was applied correctly, select the rule and click the purple [Learn more about this rule] button at the bottom.
• To change a rule's target or priority, select the rule and click [Reconfigure this rule] at the bottom.
• If a rule is unnecessary, you can ask the AI in chat to delete it.
• When the schedule result differs from what you expected, first check which rules are applied.

[You can also ask for things like this]

You can make direct chat requests to the AI such as the ones below.

• Review rule violations

• Analyze the current schedule

If you have further questions about the AI's answer, you can continue the conversation in chat.

[Handling Modification Requests]

Check schedule modification requests sent by nurses via the notification 🔔 icon at the top right of the screen.

• NEW: Requests not yet handled
• Rejected: Declined requests

Individual handling: Click a request to see the nurse's full request message.

• You can enter "a response for the AI to consider during automatic processing", and if you check "Include this response in AI auto-processing", the AI will take it into account.
• Handle it with the Reject or Confirm button.

Batch handling: Click the AI Auto-Process button at the top and the AI automatically applies the requests where possible.

5. Finalizing and Sharing the Schedule

Once the schedule review is complete, distribute the schedule to the nurses or overwrite it with an external Excel file.

Share Schedule

Click the [Manage Schedule] > [Share Current Schedule] button at the top right of the schedule table, and a schedule notification is sent to the mobile apps of all nurses in the ward. After composing an announcement and sharing, the success message will display the distributed version (`Successfully distributed Schedule (Vn)`).

Schedule Version Management

SScheduler automatically organizes and records versions whenever a schedule is generated or changed. You can check all versions from the version dropdown at the top left of the schedule table.

Version label format: `Vn (creation type)`

• `V1 (Initial Creation)`: Schedule initially generated by the algorithm after onboarding or monthly preparation
• `Vn (Regeneration)`: Schedule recreated via the AI Copilot schedule regeneration feature
• `Vn (Direct Edit)`: Schedule saved after directly editing cells in the schedule table
• `Vn (Overwrite)`: Schedule overwritten via Excel file upload
• At the bottom of each version item, status labels such as `Saved on MM/DD` and `Shared on MM/DD (or Last shared)` are displayed.

Sharing and Re-sharing Specific Versions

In addition to the latest version, you can select a desired past version and re-share it with nurses via [Manage Schedule] > [Share Current Schedule] if needed.

• Nurses' mobile apps immediately reflect the active version most recently shared (re-shared) by the manager, rather than the highest version number.
• Even if a past version is shared, the workspace working state is safely maintained at the latest version.

Overwriting Current Schedule (Excel Upload)

If you have a schedule file (`.xlsx`) directly edited and finalized by the head nurse in an external Excel program, you can upload it to the system to replace the current schedule all at once.

1. Click the [Manage Schedule] button at the top right of the schedule table and select [Overwrite Current Schedule].
2. Drag or select the finalized schedule Excel file (`.xlsx`) to upload it in the popup window.
3. Clicking the [Overwrite] button immediately applies the schedule as a new version and automatically distributes (shares) it to the ward nurses' mobile apps.

6. Staff Roster Management

Manage nurse information from the left menu Staff Roster.

The following tasks can be done in Staff Roster Management.

• Add new staff who were not previously on the roster
• Departure of existing staff
• Change information such as shift type for existing staff

Adding Staff / Changing Information

There are two ways to add staff or change their information.

Method 1. Add directly to the roster

• Click the Add Staff button at the top right of the table → register one person at a time in the direct entry screen.
• Required: Staff ID · Name · Rank · Work capability · Shift Type · O status · CD status
• Optional: Hire date, Planned departure date, Preceptor staff ID, Training period (start / end date)

Method 2. Upload a roster file

• Click the Add Staff button → upload an Excel file (`.xls`, `.xlsx`, `.csv`) in the file upload screen.
• Uploading a file not only adds new staff, but also automatically applies rank · work capability · shift type changes for existing staff.
• If an upload error occurs, refer to the Download Example template to match the format.

Removing Staff

There are two ways to remove staff from the roster.

Method 1. Delete directly

• Check the staff to delete and click the 🗑️ trash button at the top of the table to remove them from the ward roster.

Method 2. Enter a planned departure date

• Enter a date in the Planned Departure Date field of the staff Excel file and upload it. The staff member is automatically deactivated on that date and the manager is notified.

Editing the Roster

When editing staff information, also specify the effective start date (e.g., 2026-06). The change applies from that month onward.

Use the Review Changes button to preview the list of pending changes by rank · work capability · shift type · O status · CD status.

7. Edit Ward Shift Information

From the left menu Ward Shift Info, you can edit the items configured during onboarding at any time.

Editable items: Rank / Work capability / Off-Shift Codes / Shift Codes / Shift Type / Staffing Pattern / Forbidden Patterns

Click the Manage button for each item to open the same screen as during initial onboarding.

• To delete items no longer in use, check them and click the trash button.
• If a new item is needed, select + Add Item.
• Forbidden patterns can be created directly by selecting your ward's registered shift codes in the order you want to forbid them.

8. Monthly Schedule Preparation

This is the main page shown after login, where you can view and manage each month's schedule status as cards.

Monthly Status

Preparing the Wanted File

Select a month whose wanted requests have not yet been collected, then click the Upload Wanted File button at the bottom center of the screen to upload the nurses' shift preference file.

Reviewing Off-Shift Information

After collecting wanted requests and before generating each month's schedule, use Review Off-Shift Info to check and adjust each nurse's remaining off-shift balance in advance.

Click [Review Off-Shift Info] at the bottom of each month's card

→ Check each nurse's off-shift information and click a cell to edit anything that needs changing

→ When done, click [Confirm]

Generating Next Month's Schedule

If you also upload next month's wanted file, you can generate next month's schedule right after reviewing this month's.

1. Select next month's card and proceed with Upload Wanted File.
2. Go through the final confirmation and closing steps.
3. Once closing is complete, next month's schedule is generated automatically.

9. Settings and Others

Settings

In Settings at the bottom left, you can change your password or delete your account, and change your name via [Edit Profile].

Reset Ward Data

Use this when you want to set up the ward from scratch.

• If the Keep onboarding data option is on, only the files uploaded in the last onboarding step (Data Upload) are reset; settings such as rank · work capability · staffing patterns are preserved and you return to the onboarding page.
• If the option is off, all ward settings and data are deleted and you must redo onboarding from the beginning.

Customer Center

In Customer Center at the bottom left, you can view notices, frequently asked questions (FAQ), and your inquiry history. You can also submit inquiries directly with the Contact Us button.

Invite Link

Use Copy Invite Link at the bottom left to invite other users.

Appendix: Terminology