Pod Allocator
Manual roster import — only needed if the automatic sync has stopped
Staff rota — from Optima
Fills each day's bench with who's working and their shifts.
- In Optima: Rostering → Roster Print Reports → Work Roster 1 Week
- View Date = any day that week · Unit = S11061 Medical Staff · Fulfilment = All · Include Duties = All Duties · Person Extra Info = Grade · Unfilled Duties = None · Output As = Excel
- Run Report → Reports icon (top right) → click the report → View Report — it downloads
- Drop the downloaded file above
Consultant cover
Fills the consultant line on each pod — every week in the file, in one go.
- Use the usual consultant spreadsheet — “Week Commencing …” blocks with Pod A–E rows of initials
- Initials are matched to consultants on the Staff page by their name's initials (“Anas Baiou” catches AB); anything unmatched shows as initials until they're added
- Already-entered consultants are simply overwritten by the file
Shared saving
Checking…
Staff list
Coloured attributes drive the checks and auto-fill · grey ones are rota information. People past their end date drop out automatically.| Name | Grade | Skills | On the unit |
|---|
Fairness — pod days & phone-holding (last 12 months)
Pod columns: how each person's pod days split across A–E (100% = always the same pod). Phone columns: how often they held the phone on the days they were actually on the unit — so it's fair whether someone's been here one month or twelve (100% = every eligible day). Hover any % for the raw count. Sorted by most pod days.
Change log
Pods
Each day, the people still to place appear under To allocate — from an Import, or added with the add-person line. Drag them into pods, or click a person then click where they go. Give out the referral phone the same way: drag the dashed phone token onto a person (or click it, then them); to move it, drag the phone straight off one chip onto another, or click it to take it back. If the phone holder needs supervision, an amber supervisor badge appears — put it on whoever is supervising, the same way. Click a chip's SD / LD / N tag to change their shift. The small A means airway trained. Students and work-experience visitors go on via + observer / student… — they show on the rota but never count in numbers.
The dot beside each date: green all checks pass · amber worth a look · red a unit rule is broken. Click it to read the details. Everything saves automatically — watch for "All changes saved" at the top.
Import
Drop in the week's Work Roster 1 Week Excel export from Optima (instructions on the Import page). Names are matched to the staff list automatically, and each day's bench then shows exactly who's working.
Staff
One row per person: airway, phone, nights, transfer, supernumerary, plus start and end dates. This list is what all the safety checks run on. When someone leaves, set their end date and they disappear from the lists by themselves. Password protected — the password is set the first time anyone opens the page.
Print copy
Saves a read-only, nicely formatted copy of the week as a single file — for printing for the wall, or posting into the Teams chat.
Mistakes
Undo reverses your last change, step by step. The Log page records who changed what and when. Only one person can edit at a time — if someone else has Edit open, the button tells you who, and it frees itself within minutes of them finishing. Every edit session starts from the latest saved version, an older copy can never save over a newer one, and editing closes itself after five minutes untouched.