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ShiftFlow Manual (EN)

1) Overview

ShiftFlow is a web platform for planning, distributing, and publishing schedules. Professional groups (roles) are configurable for each hospital. It includes professional management, requirements, availability, monthly rules, automatic scheduling, swaps, chat, and exports.

2) Roles and permissions

ADMIN

  • Create, edit, and delete users.
  • Define platform and clinic/hospital name.
  • Upload and toggle logos (ShiftFlow and organization).
  • Change UI colors.
  • Configure PDF footer text.
  • Create/edit/remove professional categories and their roles.
  • Create/edit/remove teams, services, shifts, and service-shift associations.
  • Create/edit/remove professionals.
  • Generate schedules, publish, edit/lock, clear schedules.
  • Approve/reject availability requests.
  • Approve/reject swaps.
  • Export schedule, availability, and swaps.

COORDINATOR

  • Create/edit/remove teams, services, shifts, and associations.
  • Create/edit/remove professionals.
  • Generate schedules, publish, edit/lock, clear schedules.
  • Approve/reject availability requests.
  • Approve/reject swaps (with reason).
  • Export schedule, availability, and swaps.

NURSE

  • View schedule, requirements, and notices.
  • Submit availability/unavailability (for approval).
  • Request shift swaps.
  • Chat with other users.
  • Export schedule, availability, and swaps.

OPERATIONAL ASSISTANT

  • View schedule, requirements, and notices.
  • Submit availability/unavailability (for approval).
  • Request shift swaps.
  • Chat with other users.
  • Export schedule, availability, and swaps.

3) Login and language

  • Language can be changed on the login screen and in the top bar.
  • The choice is saved in the browser.
  • All UI texts switch between PT and EN.
  • The Team selector on the top bar lists all configured roles.

4) Menu structure

Dashboard

  • Generate schedule (Admin/Coordinator).
  • Export schedule (all roles).
  • Export availability (all roles).
  • Indicators: requirements, assigned shifts, locks, alerts.

Professionals

  • List of professionals (name, user, allowed services, weekly hours, balance).
  • Add/edit/remove professional.
  • Link user to professional.
  • Set category, allowed services, weekly hours, night permission, max nights/month.

Requirements

  • Monthly grid by Service/Shift and by day.
  • Quick fill (1 in all cells) or clear.
  • Save to persist for the current month.

Availability / Requests

  • Monthly grid by professional/day (Admin/Coordinator).
  • My availability: each user fills their own map and submits for approval.
  • Approve/reject pending requests.

Month rules

  • Define weekly hour limits and target average.
  • Define minimum rest rules.
  • Solver penalties.
  • Month holidays (auto) and manual holidays.
  • Manual adjustments (worked holidays, extra hours, reductions).
  • Shift catalog (start/end per code).

Monthly schedule

  • Monthly grid by professional/day.
  • Edit cell with floating editor.
  • Quick lock/unlock (L key).
  • Clear cell (Delete).
  • Publish schedule per team.
  • Stats: hours per professional and count of mornings/afternoons/nights/off/rest/vacation.
  • Lists of uncovered requirements and alerts.

Teams

  • Create teams per configured role (any role defined in categories).
  • Associate service and team members.

Services and shifts

  • Create/edit services (with color) for any role.
  • Create shifts (code, label, type, start/end).
  • Associate services to shifts.

Swap requests

  • Request swap (date, current/desired shift, reason and notes).
  • Participants accept/reject.
  • Coordinator approves/rejects (optional reason).
  • Export swap list.

Chat

  • User list by role.
  • Organized conversations.
  • Archive/Delete only for the user who clicks.
  • Visual alerts for unread messages.

Admin

  • Configure platform/organization names.
  • Logos (upload and visibility).
  • Colors.
  • PDF footer text (editable, empty by default).
  • Professional categories.
  • Users (create, edit, delete).
  • Create/Delete demos.

5) Exports

  • Schedule: Excel or PDF.
  • Availability: Excel or PDF.
  • Swaps: Excel.
  • In PDF: logos (if enabled), shift legend, configurable footer.

6) Seed and demo data

  • SHIFTFLOW_SEED_MODE=demo creates:
    • Demo users
    • Linked professionals
    • Demo services and shifts
    • Demo requirements for current month
  • Admin buttons Create demos and Delete demos.

7) Install and start

  • ./start.sh creates .env from .env.example, prepares the environment, and starts the server.
  • Access http://localhost:8010/.

8) Tips

  • For remote access: run with --host 0.0.0.0 and open port 8010.
  • PDF footer text is empty by default and can be edited in Admin.