A filled shift does not mean the work is covered
Knowing who is working is not the same as knowing who is needed in a treatment room, on a ward or at reception.
When more matters than who is working
A full schedule still needs to work on the floor
A filled shift can still hide a gap: someone in the wrong room, a missing qualification or too little supervision. WorkVine brings staffing requirements and employee assignments together.
Headcount is only part of the picture
The team also needs the right qualifications, valid supporting documents and the right ratio of supervisors to employees.
Separate checks take time
When schedules, qualifications and staffing requirements live in different lists, every change means checking them all again.
1. Start with the work
Define where and when people are needed
Set up your locations and workspaces, then specify the activities for each day and time slot. A work block could cover a reception shift, a treatment activity or a production task.
A space can host several activities and time slots. With recurring demand already defined, planners assign people to the work instead of piecing staffing needs together every week.
2. Build the right team
Make qualifications and supervision part of the plan
Define how many qualified employees each activity needs, which qualifications everyone must hold and the required supervision ratio. WorkVine checks assigned employees against those rules.
Some requirements apply across several workspaces. You might need one emergency response officer across a group of rooms, or a supervisor in another room may be allowed to count. You choose the relevant spaces and qualifications.
Where a qualification requires official supporting documents, document status also counts. The check goes beyond the qualification's name to the evidence behind it.
3. Assign employees
Find the people who fit the work
Search by employee name, team or qualification while the planning rules remain in view. Add the people you need and set each person's start time, end time and hours category.
See who is already assigned and which qualifications they hold. Missing requirements and conflicts appear as you plan, for example if someone has no suitable shift or is already assigned to another work block.
4. See what is still missing
Turn a red work block into a clear next step
The location and workspace overview shows which work blocks meet the requirements and which need attention. Open a block to see the rule that is not being met, without having to work out why the staffing is wrong.
In this example, the required doctor is missing. The message identifies the qualification, the number needed and the time slot, making it clear which assignment needs to be added or changed.
5. Adjust the plan in the same screen
Resolve a scheduling conflict where you find it
Does an employee lack a suitable shift? Open Manage Shifts directly from the assignment. Review the conflict, submitted availability and shift details together.
Adjust the shift, times or assignment and have the plan checked again. Once the rules are met, the work block shows the corresponding status. The regular staff schedule remains the basis for shifts in the Employee App and for clocking in and out.
What changes
Make staffing requirements clear to everyone
Planners assign people to the work, location managers see where staffing is needed, and HR keeps qualifications and evidence with the same employee records.
For planners
Start from staffing requirements and see which conditions still need attention as you assign people.
For location managers
Review staffing for each space or activity alongside the qualifications and supervision it needs.
For HR and employees
Qualifications and documents stay with the employee. The current schedule stays available in the same Employee App.
Is this a fit for your team?
For teams where the right mix of people matters
From healthcare practices and childcare to hospitality and facilities services: capacity planning helps when headcount, location and qualifications together determine whether the work can go ahead.
- Work is spread across locations, departments or workspaces.
- Each activity requires a minimum number of qualified employees.
- Presence or supervision needs to be assessed across several spaces.
- A diploma, certificate or other official document matters for an assignment.
Activate capacity planning as an extension to regular staff scheduling. Start with a familiar location and your own staffing requirements.
Capabilities
From staffing requirements to checked assignments
Compare these capabilities with how you currently bring locations, activities and employees together.
Locations and work requirements
- Set up locations and workspaces
- Define several work blocks and time slots per space
- Set recurring availability by day of the week
- Reuse existing work blocks at new locations
Four types of planning rules
- Minimum number of employees with a qualification
- Required qualification for every assigned employee
- Qualified presence across selected workspaces
- Supervision ratios with configurable supervisor locations
Employee selection and assignments
- Search and filter by name, qualification and team
- Record times and hours category for each employee
- Include qualifications and required official documents
- Resolve scheduling conflicts from the assignment
Overview and checks
- Status by location, workspace and work block
- Reasons for warnings and unmet requirements
- Recheck after adjusting assignments
- Deactivate and replace rules while retaining their history
Frequently asked questions
Staffing, qualifications and supervision in your plan
Practical answers about setup, day-to-day planning and the connection to employee schedules.
What is the difference between staff scheduling and capacity planning?
Staff scheduling records when employees work and brings availability, leave and sickness into the schedule. Capacity planning is an optional extension: define the staffing needed for each location, space and work block, then check qualifications, presence and supervision. The regular staff schedule remains in place.
What do we set up before using capacity planning?
Set up locations, workspaces, qualifications, work blocks and planning rules. For each space, define the days and times when activities take place. Then assign employees to the scheduled work blocks. We can use your own staffing requirements as the starting point for a demo.
Can a presence rule apply across several workspaces?
Yes. You can check whether someone with a required qualification is present across a group of workspaces. For example, require at least one emergency response officer across a group of four rooms. That person does not have to be in each room separately; the selected spaces are assessed together.
Can a supervisor in another room count?
Yes. A supervision ratio defines who needs supervision, who can supervise and the maximum number of employees per supervisor. You can separately configure which spaces supervisors may be in and whether an additional qualification is required. WorkVine then checks the assignment against the conditions you have set.
How are qualifications and official documents included?
Qualifications stay linked to the employee and can depend on one or more types of official document. Where a scheduled activity requires that evidence, missing or expired documents can trigger a message. Document management and any required action remain linked to the same employee.
What happens if someone has no suitable shift?
WorkVine shows the scheduling conflict beside the employee. In Manage Shifts, you can review the conflict and submitted availability, then create or change a shift. The plan is checked again afterward. An assignment to another work block can also be flagged as a conflict.
What do Met, Warning and Blocked mean?
Met means the configured planning rules have been met. Warning highlights something that needs attention. Blocked means a condition has not been met. In many cases, you can still save a red work block and complete its staffing later. If an issue must be resolved before saving, WorkVine tells you explicitly.
Does this change the schedule employees use?
The staff schedule remains the basis for shifts, times, locations, the Employee App and clocking in and out. Capacity planning adds assignments to workspaces and activities, along with the relevant checks. You do not need to maintain a separate schedule outside WorkVine.
Which organizations benefit from capacity planning?
Organizations where the mix of people matters, including care teams, healthcare practices, childcare, hospitality and facilities teams. The focus is on employee assignments: locations, spaces, activities, qualifications and supervision. Your organization defines the requirements and assesses the outcome; the software does not provide a legal or medical guarantee.
Where work, people and growth come together
Show us what your staffing needs to cover
Bring a location, a recurring activity and your staffing requirements to the demo. We will show you how to turn them into work blocks, planning rules and employee assignments.