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Scheduling

Your schedule is always ready for you in DentallManager, and your whole team sees directly where and when everyone works.

Viewing your own schedule​

Open Schedule in the left-hand menu. Above the calendar, choose from four views: My Schedule, Fixed workdays, Team schedule and Per Location. Switch the time range between Today, Daily, Weekly and Monthly. Filter with All locations or Only treatment rooms if you want to see the treatment rooms only. At the bottom you see your day and week balance compared to your fixed hours.

A colour-coded legend marks Special events, Compensation, Leaves and Sickleave directly on the calendar, so you can read what's going on at a glance. A slot with nobody assigned shows as NOT SCHEDULED. At a workstation you can also click View Checklists to open the checklist(s) for that workstation straight away — see Checklists.

Click Export to download your schedule, or Send as email to email it to yourself.

First this: what a schedule is built on​

You don't build a schedule from scratch. For each workstation — a treatment room, for example — you define once when it is open and which position(s) have to staff it. That is what Blueprints on the workstation are for; see the Blueprints step in Setting up your practice. A blueprint can also hold an either/or rule, for instance a dentist with a chairside assistant or a dental hygienist.

If something is going to change — a room opening, or a different position taking over a room from a certain date — you add a second blueprint for it with the + Add Blueprint button, alongside the existing one. The current staffing stays as it is.

On top of that, every employee has a fixed working week: the days and hours recorded in their contract. Until that is filled in you cannot schedule someone smoothly — the assignment list shows No fixed schedule. See Changing a fixed working week further down this page.

Filling the team schedule (practice manager)​

Most scheduling work happens in your team's weekly grid.

  1. Go to Schedule → Team schedule and set the range to Weekly.
  2. Click Highlight Missing. Every slot that isn't staffed yet is marked in red, so you see at a glance which gaps the week still has.
  3. Click an empty slot and pick the position you want to fill under Select position.
  4. You get the Select employee for the position list. Per employee it shows Match, Hrs/week, Compensation, Cost and the Overtime balance — so you can see what this shift does to someone's hours before you assign it. Use Search employee by name... if the list is long.
  5. Choose where the working hours come from: Empl. reg. work hrs takes the employee's own hours, Hrs according blueprint takes the workstation blueprint's hours. Change Time lets you still adjust Start and end time and Break Time.
  6. Click Confirm assignment.

Does someone else need to take that shift? Open it and choose Replace Employee: pick a stand-in via Replace with Selected Employee, or clear the shift with Remove without replacement.

For one-off exceptions, use Add Shift or Add Time Slot in the day view. That places a single extra or different shift without touching the recurring pattern.

Creating a single schedule via Settings (practice manager)​

To record one specific schedule — a recurring shift for one employee, for instance — you can also go straight to the form:

  1. Go to Settings → Schedule → Create new schedule. This opens the Add new schedule page.
  2. Fill in the basic information: Select (first) work day, Employee, Position, Location and Workstation (for example Behandelkamer 1). Add a Description and set the Availability Status if needed.
  3. Under Work hours, set the time blocks and break, or click Load from fixed schedule to carry over the employee's fixed working hours automatically. Use Add more for extra time blocks.
  4. Under Repeat, choose whether the schedule repeats. Turn on Notify employee about the changes so the employee gets notified, and enable Apply bonus time if that applies.
  5. Click Create to save, or Cancel to stop.

(Magic Planner is the brand name our brochure uses for this combination of Load from fixed schedule and Repeat.)

Changing a fixed working week​

An employee's fixed working week — which days, which hours, which workstation and which position — belongs to their contract, not to the schedule. So you don't change it in the schedule screen, and not under Settings → Users either, but through that employee's personnel file.

  1. Go to Team and open the employee. You can also use the three-dot quick menu next to them: it jumps straight to the right tab.
  2. Open the employee's contracts and start a change on the running contract.
  3. Tick what is changing — the working days and hours, or the end date, for example. Only those parts are touched; the rest of the contract stays as it is.
  4. Per working day, set the workstation or location, the position and the hours. Someone may hold a different position on different days, and at a multi-site practice a different location too. The break is a separate field per working day.
  5. Enter the date on which the change takes effect. That date may lie in the future, so you can queue a change up front — an employee switching working days as of 1 January, for instance.
  6. Save the contract. What changed and from when can be read back later in the contract's change history.

Note — this is why it runs through the contract: the fixed working week determines how many hours someone is supposed to work. If the planned schedule differs from it, DentallManager creates an overtime request for the difference by itself. You'll find those under Time Tracker → Approvals → Overtime. Open a line to see which day it concerns and where the difference comes from.

Your own fixed working week is simply visible in the schedule, under the Fixed workdays view. And when you create a single schedule you carry those hours over with Load from fixed schedule.

Schedule overview and export​

Under Schedule overview you see all your team's schedules, with filters for example by location or workstation. Export the overview to Excel for further processing or archiving.

Want to know how leave and overtime are processed in your schedule? See Leave, absence and overtime.

See also​

  • Your schedule is also in the mobile app — always at hand.

Frequently used terms​

Your work schedule shows per day which room you're in and when your break is. Want to fill the week as practice manager? Work in Schedule → Team schedule → Weekly with Highlight Missing. A single recurring schedule is recorded via Settings → Schedule → Create new schedule, with Load from fixed schedule and Repeat. An employee's fixed working week is changed through the contract in their personnel file.

Can't figure it out? Contact the free helpdesk at info@dentallmanager.nl.