Admins & Schedulers
Everything you need to build schedules, manage your team, and configure Veras for your facility.
76 articles
Getting Started
Start here — setup guides, go-live checklist, and pilot instructions.
- Go-live checklistGet your community ready for staff to start using Veras.
- Print the Veras app flyer for staffOne page that takes staff from download to their first shift.
- Test Veras with a small group firstRun a short pilot with a few staff before your full launch.
- Add a departmentTurn on a new department and set up its positions and shifts.
Building the Schedule
Create, configure, and navigate your schedule views.
- Build the next schedule with Create SchedulesTurn your team's saved schedules into draft shifts for a date range you choose — in bulk, or one staff member at a time. This is the routine first step…
- Post the scheduleMake draft shifts visible to staff in the app.
- Create Schedules vs Posting Shifts: What's the Difference?In this article, we’ll cover the differences between the Apply Schedules button and the Post button, and when to use each.
- Use the master scheduleSee and change each person's regular weekly schedule.
- Filter the scheduleShow only the areas, shifts, or staff you need, and change how shifts look.
- How to Use the Multi-SelectMulti-Select lets you edit, duplicate, or delete a group of shifts in one go. Use it anywhere you'd otherwise repeat the same action on shift after shift.
- Print the schedulePrint the full schedule or one person's schedule.
- Shift shows "Scheduled Elsewhere"Why a faded shift you can't edit appears on someone's row, and where to change it.
- Group the schedule by shift, time, position, or areaSplit the schedule into sections so you can scan for gaps.
- Balance open shifts with your budgetUse Optimize schedule to add or remove open shifts so coverage matches your budget.
- Set schedule preferencesStaff mark preferred and unavailable times; schedulers use them to assign open shifts.
- My staff can't see their schedule in the appA quick checklist for admins when shifts show on the web but not on a staff member's phone.
Managing Shifts
Edit, publish, delete, split, and manage shifts on the schedule.
- Add shifts to the scheduleAdd one shift, or several shifts for one person, by hand.
- How to Edit a Shift on your ScheduleFor schedulers changing one shift at a time — reassigning a worker, moving the time, date, or position, adding an incentive, or updating notes. Bulk changes and deletions are covered…
- See who changed a shiftOpen Shift history to see what changed on a shift, who did it, and when.
- Split a shift between two peopleCut one shift into two parts and give each part to a different person.
- Undo a posted schedule (move shifts back to draft)Hide shifts you posted by mistake, for one shift, one person, or many at once, and roll back changes made by Create schedule.
- Unassign shifts (make them open)Take a person off one shift or a date range of shifts. The shifts stay as open shifts.
- Delete shiftsDelete one shift, one person's shifts, or many shifts at once.
- Leave a shift out of PPDStop one shift, or a group of shifts, from counting in your PPD numbers.
- Mark someone as in trainingSet training dates so a new hire's shifts don't throw off your budget or PPD.
- What the three dots next to a name doA quick guide to each option in a staff member's menu on the Schedule.
- Add time off for a staff memberBlock days off for someone so they can't be scheduled.
- Remove time offClear a day off entered by mistake so the person can be scheduled again.
- Send someone home earlyEnd a shift early without counting it as a call-off.
Open Shifts & Coverage
Fill gaps, manage call-offs, share shifts, and work with agencies.
- Auto-share open shiftsSet your priority groups once. Veras messages open shifts group by group until someone picks them up.
- Fill or share an open shiftAssign an open shift to one person, invite staff or agencies to pick it up, or approve a pickup request.
- Record a call-off and fill the shiftMark that someone can't work a shift, then assign, share, or approve a request to cover it.
- What the budget icons on the schedule meanRead the green, red, yellow and hourglass icons in the Budget row, and fix a day that's off.
- Add and manage agenciesAdd an agency and its workers, set hourly rates, or archive an agency you no longer use.
Shift Assignments
Create, edit daily assignments and assignment templates.
- Hand out daily assignmentsBuild the day's task sheet from templates, put staff on each task, and skip what isn't needed.
- Set up recurring assignmentsSave tasks that repeat, and choose the times, days and positions for each.
- Print the assignment sheetPrint the day's assignments, with the columns and layout you want.
Team Management
Add, archive, and configure your staff members and their schedules.
- How to Add Staff SchedulesIn this article we will be covering how to input team members schedules in Veras
- Archive or bring back a staff memberTake someone who left off your team, or bring them back.
- Add or Remove Roles for a Staff MemberA staff member's role controls which shifts they can be scheduled for — if a role is missing or wrong, you won't be able to assign them to certain shifts.…
- Send staff their login detailsText and email your staff how to sign in to the Veras app.
- Same person listed twice: merge duplicate profilesCombine two profiles for one person into a single profile.
- Track staff licenses and certificationsAdd a credential from a staff profile, or use the Credentials page if you have it.
- Exclude a staff member from PPDStop one person's shifts from counting toward PPD, or count them again.
- Add a new team memberAdd a new hire to your team so you can schedule them.
- Change a phone number or emailDo it yourself in the app or on the web. Admins: here's what to send support.
Settings & Policies
Configure departments, positions, shift templates, rules, and policies.
- Add positions and shift timesAdd a position, choose who can pick up its shifts, and set its shift times and breaks.
- Add areas like units or hallsAdd the units, halls, or floors your staff work in so they show on the schedule.
- Change the first day of the weekPick which day your schedule week starts on.
- Let staff pick up open shiftsTurn on open shift pickup and choose when a pickup needs your approval.
- Set staffing rules, like an RN on every shiftTell Veras the minimum staffing you need each day so the schedule warns you when you're short.
- Free up shifts when staff take time off or leave (Automated conflict handling)Have Veras unassign shifts on its own when someone has approved time off or is archived.
- Create or edit a roleSet up the permission sets you give to admins and schedulers, change them, or delete them.
- Give someone admin or scheduler accessLet someone manage your community in the web app, limit what they can see, or take access away.
- Set overtime rulesSet when overtime starts for your whole community, a job position, or one staff member.
- Set PRN shift requirementsSet how many shifts PRN staff must pick up, and send them reminders.
- Set call-off limits and messagesLet staff call off in the phone app, and set limits, notice, and the messages they see.
- Edit times of day (AM, PM, NOC)Add, change, or remove the times of day your budgets are grouped by.
- Set staffing budgetsSet how many staff or hours each position should have, so the schedule shows if you're over or under.
Analytics & Dashboard
Track PPD, census, reporting, and time & attendance setup.
- Find your reports in AnalyticsOpen, filter and arrange your community's reports.
- Compare budgeted vs. actual PPD by daySee census and budgeted, scheduled and actual PPD for each day.
- Follow up on missed meal breaksTurn on meal break remedies, then review and resolve staff answers.
- Print today's schedule (sign-in sheet)Print a sign-in sheet of today's shifts from the Dashboard or the Schedule tab.
- Update your censusEnter today's census (or another day's) from the Dashboard.
- Print the Daily Nurse Staffing report (BIPA)Print the daily nurse staffing form you post for each shift.
- See PPD by position on the DashboardCheck how many PPD hours each position adds for a day.
Messaging
Send messages and manage communication channels in Veras.
Time & Attendance (add-on)
Manage your team's timesheets and act on time off requests.
- Approving Time Off RequestsThis article is to help Admins and Managers in approving Time Off requests
- Review and edit timesheetsOpen a staff member's timesheet, fix times, and add missed shifts.
- Fix incomplete timesheets and correction requestsApprove or reject staff correction requests and fill in missing punches.
- Approve timesheets for payrollClear corrections and missing punches, then approve each person for the pay period.
- Let staff clock in from the phone appTurn on mobile clock-in, choose who can use it, and set a geofence.
- Set up a time clock kioskTurn on kiosk clock-in, choose who can use it and how they sign in, and link a shared device.