Using the Duty Board

Duty Board

The Duty Board is a daily staffing view for the shift in front of you — who is on the floor, who has checked in, where the gaps are, and what notices apply today. It sits in the sidebar directly below Dashboard when your organisation has the module enabled.

It complements The Living Roster (Level 5): the roster plans the fortnight; the Duty Board runs the day. It is not a timesheet or payroll punch.

Where to find it

Sidebar → Duty Board (/duty-board)

If you do not see it, the module may not be enabled for your organisation — contact your Organisation Admin.

Staffing tab — day-of operations

Open Duty Board.
Select your Stream (e.g. Emergency, ICU).
Use the date navigator to move between days (up to 90 days back, 30 days forward). Today stays last night’s date until the handover time in Board settings (default 6:00 am). Opening the board at 2:00 am still shows last night as Today and lands on tonight, with one day block above it open. Living Roster assignment dates do not change.
Review the panels:
- Coverage summary — present / required per Vacancy Planning requirement (EP, EP|GP), summed for the time block. Hover a chip for the full craft names.
- Staff checklist — who is expected, who has checked in, who is late. Columns include Time, Staff, Status, EMR, Contact, Notes, and Comment. Day blocks group people by shift start. A 06:00–14:00 Morning block includes a 06:00 start and not a 14:00 start. A 12:00–16:00 shift stays in Morning. Overnight windows use Prev day / Today / Next day (for example Night Today 21:00 → Next day 07:00). The same person can appear in two blocks when windows overlap; check-in is once and both copies update.
- In charge — who is clocked on as ANUM / in-charge (and until when)
- No-show inbox — rostered staff who have not checked in after the grace period. A one-stream in-charge sees their stream only (all blocks today, so morning leftovers stay for handover). A named-stream in-charge sees only the streams on that role. Campus-scoped in-charge and platform support see the campus list. The red count is people not yet noted.
- Notices board — shift-specific notices for the day

Check in

Check in is an I am here signal on the Duty Board — not a timesheet or payroll punch. The board shows the time you tapped.

Rostered staff can Check in from the staff checklist from 1 hour before shift start until 1 hour after shift end, including after they have been flagged as a no-show. Late still shows No show until they tap. The same window applies if you check in from Clock on. Clocked-on in-charge with Sign in on behalf of other staff can check others in from the checklist, the no-show inbox, or (when clocking other staff on) the Clock on modal during the same window.

The check-in dialog is titled Check In. Confirm with Confirm check in.

At check-in you can enter or update EMR code (optional) (saved on your staff profile for next time). Display your mobile number on the board? defaults to No each shift — only you can opt in:

No — enter Floor contact (optional) (TEAMS, radio, extension). Directory mobile stays private.
Yes — enter Mobile. Changing the number updates the staff directory.

Contact on the board and in Huddle stays hidden until you have checked in. In-charge checking you in can set a floor contact but cannot put your mobile on the board. Checking others in from Clock on marks them present only — it does not set EMR or mobile.

No-show inbox

There is no Call button. For each unhandled name, a clocked-on in-charge with check-in permission can:

Check in — they arrived. They leave the inbox.
Acknowledge — they are not checked in. Tap Sick, No contact, or Running late, or Other… and type a short note. That writes a line to the Living Roster comment. They move to a collapsed Noted section (not pulsing). Check in still works later if they arrive.

Ended shifts stay in the inbox until noted, so handover can still see them.

Clock on (proxy role)

Some organisations define proxy types — temporary leadership or coordination roles for the shift (ANUM, D In-charge, and similar). Clock on is how you claim those rights. It is not a timesheet or payroll punch.

Click the Clock on button on the right of the Duty Board tab row (next to the last tab, e.g. Tech 101). It stays visible on Staffing, FAQ, and the other tabs — even if you are already clocked on. You do not need to be on today’s roster.
Choose the role (e.g. ANUM, Incharge Doctor). If the role is Any one stream (chosen at clock-on), pick the Stream. If it is Specific streams, those streams are already set — you will cover all of them. Whole campus roles cover every stream.
Enter a Clock-off time — required, cannot be left empty. Overnight times (for example 07:30 after a night clock-on) count as the next day. Maximum 24 hours.
If you are also on today’s roster and it is within 1 hour before shift start until 1 hour after shift end, Also check in is selected by default. Confirm the EMR and contact questions (or untick the box to clock on only). If you have more than one in-window shift, pick Which shift?. You can still check in later from the staff checklist if you skip this. The submit button reads Clock on and check in when that box is ticked.
Your name appears in the In charge list above No shows until that time. If you are also on a stream staff row, the role shows next to your name.

Several people can hold the same role at the same time. You can also hold more than one role yourself (for example ANUM and D In-charge). Clocking on does not clock the previous person off. If you are already clocked on, the dialog says you can add another role without clocking off.

If you are clocked on with Clock other staff on as in-charge, you can tick Clock other staff on, select people from today’s board who have a login (at most 20 at a time), and clock them on to the same role with one clock-off time. The submit button reads Clock others on. They drop off at that time, or when they tap Clock off themselves. You cannot clock other people off. If you also have Sign in on behalf of other staff, Also check in selected staff who are on the roster now is selected by default — only people still in the ±1 hour window and not already checked in are marked present. People outside the window, already checked in, on leave, without a staff profile, or on a stream you cannot sign in for are skipped. Checking them in from here does not set EMR or mobile.

Clock off in either of these ways:

Tap Clock off on the tab-row button (next to Clock on), or on your row in the In charge list. If you hold more than one role, the tab-row button shows Clock off (N) or the role name plus Clock off — choose which to leave, or clock off all.
At the clock-off time you entered, that role ends automatically. You can clock on again with a new clock-off time.

Organisation admins and roster builders must clock on to add manual staff, check others in, move staff, edit notices, or adjust check-in times — the same as other staff. That avoids accidental floor edits. Platform and super admins keep a support bypass and can edit without clocking on. Clocking on is also how anyone appears in the In charge list.

Proxy permissions (what a clocked-on role can do) are configured by your admin per proxy type.

Move staff on the board

A clocked-on in-charge with Move staff on the board can relocate someone for today without changing the published Living Roster (overlay only — not payroll).

Drag the staff name onto a time row on a stream (the shift window you want them on), or click the name (or the transfer icon) to open Move on Duty Board.
Same day block and the dest row starts at the same time → the overlay posts immediately. A different start or a different day block opens Move on Duty Board with the dest stream and shift pattern already set from the row you dropped on — confirm with Move on board. You can also drop onto another time row on the same stream.
Cross-stream moves need access to both streams: a Whole campus role, a Specific streams role that lists both, or two clock-ons that together cover both. A one-stream role can only move people within that stream.
Check-in stays on the published assignment. After a move, the person appears (and can be checked in) on the destination stream. The ±1 hour window follows the dest shift times if those changed. A time-of-day change adds a comment on the Living Roster so roster builders and HR can see the move.

Huddle Mode is display-only — move from the Staffing tab.

Huddle Mode (LCD)

For ward meetings or wall displays:

On the Staffing tab, click the Huddle Mode (monitor) icon in the toolbar.
The board opens full-screen with who is on now for each stream — name, craft, shift time, EMR, and contact after they have checked in. People still working from the previous block (or already started in the next) stay visible. Required-coverage chips and late / no-show alerts stay on the Staffing tab.
Share the URL or display on a ward screen — append ?display=true to the Duty Board URL for a direct LCD link.

The board refreshes automatically every minute. Appearance follows sunrise and sunset (organisation timezone). Use Auto, Light, or Dark in the Duty Board header — or next to the huddle clock — to override.

Other tabs

Your organisation may enable additional tabs beside Staffing — for example FAQ, phone directory, or an updates feed. These are configured by your admin and may include static content or CMS-managed pages.

Tips

Use the Duty Board at handover, not only when something goes wrong — coverage gaps are easier to fix early.
No-show inbox can notify roster builders; a one-stream in-charge only sees (and is notified for) their stream. Named-stream roles see only their listed streams. Late alerts also appear in the bell in the top-right of the page header. If your admin has Email late alerts on, the same people get an immediate email.
Manual staff added on the day are operational records on the Duty Board — they do not replace publishing the Living Roster for formal assignment.

Add staff to the board

Clocked-on in-charge with Add manual staff to board can put extras on today's board (agency, cleaner, cubicle cover) without creating a Living Roster assignment.

Open Add Staff to Board.
Enter Full name and Role (required).
Shift defaults to On floor (no window) — they appear in the current time block, and Time reads On floor. Pick a stream shift if they should group with that window.
Optional Under name shows as a line under their name (for example Bay 4A or Agency) — not a table column.
Optional EMR fills the EMR column on this board only. It is not saved to a staff profile. You can edit EMR, the under-name line, and notes later on the row.
Optional Notes is the floor-note column.

Adding someone does not clock them on. In-charge on the board is still Clock on. Move staff uses the same Under name field.