Duty Board — Admin Setup and Configuration
Duty Board — Admin Setup
The Duty Board is an optional module with two-tier enablement: platform availability, then an organisation switch. Once enabled, all staff see it in the sidebar.
Tier 1 — Platform availability (platform admin only)
- Go to Organizations → your organisation → Add-ons tab.
- On the Duty Board card, toggle Available (platform) on.
Only Platform Admin and Super Admin can grant module availability. Org admins see a Not available badge if the module is not yet available.
Tier 2 — Organisation enablement (org admin)
When Available is on:
- Same Add-ons tab → Duty Board → toggle Enabled.
- The Duty Board item appears in the sidebar for all staff in that organisation.
Turn Enabled off to hide the module without revoking platform availability.
Configure proxy types
Proxy types are temporary in-charge roles staff clock on to on the Duty Board (e.g. ANUM, Incharge Doctor). Clock on/off is who holds the duty role — not a timesheet.
- With Duty Board enabled, open Duty Board → Board settings → Manage proxy types (or Organizations → Add-ons → Duty Board Configuration → Manage proxy types). The dialog is titled Proxy Role Types.
- Click + New proxy type. Enter System name, Display name, Scope, and at least one permission. Scope is one of:
- Any one stream (chosen at clock-on) — the person picks the stream when they clock on (existing ANUM-style roles).
- Specific streams — you tick one or more streams on the type (Streams is required). Clock-on applies that list automatically. New streams are not added until you Edit the type and save.
- Whole campus — every stream, including streams added later.
- Tick the permissions this role should have when clocked on:
- Add manual staff to board
- Remove manual staff from board
- Sign in on behalf of other staff
- Clock other staff on as in-charge
- Move staff on the board — overlay only (not the published roster). Cross-stream moves need this permission covering both the current stream and the destination (campus, named streams that include both, or two clock-ons that together cover both). Same-stream moves (pattern / bay) need only that stream.
- Add / edit notices
- Click Create. Staff see a loud Clock on button on the right of the Duty Board tab row (visible on every tab, including while they are already clocked on). They must enter a Clock-off time (required, max 24 hours). The role ends at that time, or earlier if they tap Clock off. Several people can hold the same role at once, and one person can hold several roles. People who are not on today’s roster can still clock themselves on.
After create, click Edit on an active type to change display name, description, permissions, and scope (including the named stream list). System name cannot be changed.
Existing types that already allowed Sign in on behalf of other staff were also granted Clock other staff on as in-charge. For new types, tick that box yourself. Clock-on-behalf is limited to 20 people at a time; the actor cannot clock other people off. A campus or named-stream in-charge can clock others onto campus or named-stream roles; a one-stream in-charge can only clock others onto a role that covers that stream.
Use Deactivate to retire a type — staff can no longer clock on to it. Inactive types are hidden from this list by default so they do not clutter the view; click Show inactive (N) when you need them. From there, Reactivate brings a type back, or Delete permanently removes one that has never been clocked onto (this also frees the system name). Types that have been used stay deactivated and cannot be deleted, so clock-on history is kept.
Configure homepage tabs
Beyond the default Staffing tab, you can add extra pages:
- Open Duty Board → Board settings → Manage tabs (or Organizations → Add-ons → Duty Board Configuration → Manage tabs).
- Click a name to rename it — including Staffing.
- Use Add page for a blank page (policies, contacts, local how-tos). Edit its content from the Duty Board.
- Toggle a page off to hide it. Remove a page only if you no longer need it. Staffing cannot be removed.
Tab types include Staffing (built-in operational view), Static (fixed content pages), and Updates (CMS feed).
Configure day blocks & late ladder
Day blocks are the Morning / Afternoon / Night headings on Staffing. Open Duty Board → Board settings → Day blocks & late ladder → Manage blocks (or Organizations → Add-ons → Duty Board Configuration → Manage blocks). The dialog is titled Duty Board day blocks & late ladder.
Board date changes at is at the top of that dialog: Midnight, 6:00 am (default), or 8:00 am. Until that handover clock, Today on the Duty Board is still last night’s date, so a 2:00 am visit lands on last night and tonight. Living Roster assignment dates do not change.
Each block has a name, a start (Prev day / Today / Next day + time), and an end (day + time). A shift is listed in every block whose window contains its start time (start inclusive, end exclusive). Reorder with the up/down arrows. Use + Add block (max 12). At least one block is required.
Typical setup:
- Previous night — Prev day 21:00 → Today 07:00 (last night’s leftovers, including a 04:00 start rostered today)
- Morning — Today 06:00 → Today 14:00
- Afternoon — Today 14:00 → Today 22:00
- Night — Today 21:00 → Next day 07:00 (tonight going into tomorrow, including tomorrow’s 04:00 starts)
A 04:00 start on 26 Aug then appears on 25 Aug Night and 26 Aug Previous night. Check-in is per assignment — both rows stay in sync. Overnight wraps that used to be Today 21:00–07:00 are saved as Today 21:00 → Next day 07:00. If you use that Night window, add Previous night or early starts such as 04:00 will not show on their roster date.
Late ladder (minutes after start) controls in-app late alerts (bell in the top-right of the page header, and Shift Deck → Updates). For each rung, set minutes after start and who is notified: Self, Clocked-on proxies, Builders. Putting 0 means notify at shift start — it does not turn alerts off.
Email late alerts is a separate switch on the same dialog. When on (default), those same people also get an immediate email that skips the digest — even if their Profile digest is None. Turn the switch off to keep in-app alerts only. Emails do not wait for someone to have Duty Board open.
Who can do what on the Duty Board
| Action | Staff | Roster Builder | Org Admin |
|---|---|---|---|
| View Duty Board | ✅ | ✅ | ✅ |
| Check in (self) | ✅ | ✅ | ✅ |
| Clock on / clock off (proxy role) | ✅ (if types configured; clock-off time required) | ✅ required for day-of edits | ✅ required for day-of edits |
| Add manual staff / check others in / move staff / notices | If clocked on with that permission | If clocked on with that permission | If clocked on with that permission |
| Adjust check-in times | ❌ | If clocked on | If clocked on |
| Configure module / tabs / proxy types | ❌ | Board settings (no clock-on) | ✅ without clocking on |
| Grant platform availability | ❌ | ❌ | Platform admin only |
Platform and super admins can do day-of edits without clocking on (support). Org admins and roster builders must clock on for floor edits so accidental changes are harder. Clock on also puts them in the In charge list.
Day-of proxy actions are written to Organizations → Logs & Audit → Duty Board (?tab=logs&view=duty-board): clock on/off (including clocking someone else on), check-ins, manual staff, notices, moves, and board settings.
On Staffing, in-charge with Move staff on the board can drag the staff name onto a time row on a stream (same stream or another). Same day block and matching dest start posts the overlay immediately; a different start or day block opens Move on Duty Board with dest stream and dest shift already filled. A time-of-day change adds a Living Roster comment so roster builders and HR can see the move. Check-in remains bound to the Living Roster assignment; after a move, dest-stream in-charge can still mark them present, and the check-in window follows dest shift times.
Tips
- Enable deliberately — the Duty Board is visible to all staff once turned on; confirm proxy types and tabs before go-live.
- Huddle Mode uses the same stream/date URL parameters — test on a ward screen before a busy shift.
- Duty Board records in Logs & Audit → Duty Board complement the general Activity log but are not a substitute for publishing roster changes in The Living Roster.