Find and fill open shifts.

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What Are Unassigned Appointments?

Appointments without a team member assigned:

• Created without staff selected
• Staff dropped the shift
• Staff went on leave
• Coverage request pending

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Viewing Unassigned Appointments

Dashboard Widget

Dashboard shows:

• Open Shifts count
• Click to view all

Unassigned Queue

1. Go to Schedule → Unassigned
2. See all appointments needing coverage
3. Sort by:
   • Date (soonest first)
   • Client
   • Service type

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Finding Coverage

Step 1: Open Appointment

Click on unassigned appointment to see:

• Client name and address
• Date and time
• Service type
• Any notes

Step 2: View Available Staff

Click Find Coverage to see staff who:

• Have matching speciality
• Are available at this time
• Are within working hours
• Don't have conflicts

Step 3: Assign Staff

1. Select team member
2. Click Assign
3. Staff receives notification

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Bulk Assignment

Fill multiple open shifts at once:

Method 1: Auto-Fill

1. Select unassigned appointments
2. Click Auto-Assign
3. System finds best matches
4. Review suggestions
5. Confirm assignments

Method 2: Manual Bulk

1. Select appointments
2. Click Assign To
3. Choose team member
4. Apply to all selected

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Filtering Unassigned

Narrow down the list:

Filter	Use
Date range	Focus on upcoming
Client	Specific client coverage
Service type	CE, SH, etc.
Location	By area/facility

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Cover Requests

Sending Cover Requests

When you can't find coverage:

1. Open unassigned appointment
2. Click Request Coverage
3. Select staff to notify
4. Add optional message
5. Send

Staff Response

Staff can:

• Accept (automatically assigned)
• Decline (with reason)
• No response (follow up needed)

Tracking Responses

View who responded:

1. Open appointment
2. See Coverage Requests section
3. Shows: Pending, Accepted, Declined

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Notifications

Automatic Alerts

System notifies you:

• New unassigned appointments
• Cover request responses
• Approaching unassigned deadlines

Staff Notifications

Staff with matching skills can receive:

• Open shift alerts
• Cover requests
• Based on notification preferences

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Preventing Unassigned Appointments

At Creation

• Always assign staff when creating
• Use auto-suggest to find matches
• Verify availability first

When Staff Cancels

• Require reassignment before approving
• Have backup staff list ready
• Use cover request immediately

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Cancelling Unassigned Appointments

If no coverage found:

1. Open appointment
2. Click Cancel
3. Select reason: "No coverage available"
4. Notify client if appropriate
5. Confirm

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Reports

Open Shifts Report

1. Go to Reports → Scheduling
2. Select Unassigned Appointments
3. See:
   • Historical unassigned count
   • Average time to fill
   • Common reasons

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Tips

• Check daily — Fill shifts early
• Use auto-assign — Saves time
• Prioritize by date — Soonest first
• Maintain backup list — Know who's flexible

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Troubleshooting

No available staff showing

• All staff busy at that time
• No one has matching speciality
• Check working hours settings

Auto-assign not working

• Verify staff have specialities
• Check no conflicts exist
• Review working hours

Staff didn't receive notification

• Check their notification settings
• Verify they're in the request list
• Resend notification

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Related Articles

• Auto-Assignment — Automatic filling
• Handling Schedule Change Requests — Prevent drops
• Time-Off Request Management — Plan around time off