How to Move a Staff Member to Another Shift (Level 5)

Moving a Staff Member to Another Shift

The Move function on the Living Roster lets you reassign a staff member from one shift to another without manually deleting and re-creating the assignment.

When to use Move vs Swap

Action	When to use
Move	You (roster builder) need to relocate a staff member to cover a gap or reorganize shifts
Swap	Two staff members want to exchange their shifts (staff-initiated request)

How to Move a Staff Member

Step 1: Right-click the assignment

1. Go to Level 5: The Living Roster
2. Find the shift assigned to the staff member you want to move
3. Right-click the shift cell (or long-press on mobile)
4. A context menu appears

Step 2: Select "Move Assignment"

1. Click Move Assignment from the menu
2. The Move Staff Modal opens, showing:
   • The staff member's name and current assignment
   • The current shift details (date, time, stream)
   • A calendar to select the destination date

Step 3: Choose the destination

1. In the Select Destination section:
   • Pick the destination date (same week or future weeks)
   • The system shows available shifts on that date for the staff member's craft group
   • You can filter by stream if needed
2. Click on the destination shift

Step 4: Review options

• Compliance Warnings: If the move would create a compliance violation (e.g., rest hour breach), the modal shows a warning
• Swap Handling: If the staff member has any pending swap requests, they are listed. You can choose to:
  • Auto-cancel swaps — pending swaps are cancelled (default)
  • Keep swaps — swaps remain (use with caution; may create conflicts)
• Override Compliance (if needed): If you must move despite a warning, tick Override Compliance and enter a reason

Step 5: Confirm the move

1. Click Move
2. The assignment is immediately relocated
3. The destination shift is now assigned to the staff member
4. The original shift becomes either:
   • Open — if no replacement is found
   • Assigned to another staff member — if a backfill or swap was triggered

What Happens After the Move

• Activity logged: The move is recorded in the Activity Log with your name and timestamp
• Fairness recalculated: The roster fairness audit updates automatically
• Notifications sent: If configured, affected staff are notified
• Can be undone: Use Undo (Ctrl+Z / Cmd+Z) to reverse the move if needed

Compliance Override

When to use:

• A rule violation is the only way to fill a critical gap
• You need to document why the rule was broken

Best practice:

• Always enter a reason (e.g., "Staff called in sick; this is the only RN with Trauma scope available")
• Approval audits later will see the override reason
• Use sparingly — overrides should be rare exceptions, not routine

Tips & Common Mistakes

✅ Do:

• Check the destination shift is empty or explicitly willing to be swapped
• Review compliance warnings before overriding
• Log the reason if overriding
• Test with one staff member before bulk-moving

❌ Don't:

• Move staff without checking Leave Calendar (they may be on leave that day)
• Override compliance without a documented reason
• Move into unavailable slots (the system will warn you)
• Forget to communicate to the staff member afterward

See Also

• Shift Swaps — staff-initiated request process
• Open Shifts — how to handle vacant shifts
• Compliance Warnings — understanding rule violations