StratOptix Plasma Scheduler

Hourly Coverage

Coverage Shape

Demand and scheduled staff by hour

Shift Plan

Primary area

Automation settings Balanced coverage, labor target, and weekly hour cap

Scheduling mode

Weekly labor target Max employee hours

Assistant Log

Draft results, unresolved gaps, and applied changes

Coverage Fix Suggestions

Eligible replacements for current gaps

Availability and PTO

Use Weekly setup for PTO, unavailable days, and temporary hour changes

Primary area

Employee List

Primary area Search

Five Week Input

Blank cells are ignored in the hourly average

Demand Curve

Area Policy

Operational constraints reflected in the checks

Medical coverage At least one certified medical employee during operating hours and post-close coverage.

Training gate Employees marked not trained or in training are flagged if assigned to production coverage.

Cross training Certified cross-trained staff may fill full shifts in alternate areas.

Leadership Exempt and quality roles stay out of production demand unless added manually.

Pre-opening duties Intake and donor floor can require scheduled staff before posted operating hours.

Staff Mix Recommendation

Recommended roster shape from current arrivals, rules, productivity target, and facility constraints.

Donation Scale

Weekly staffing estimate from 200 to 2,000 donations using ramped productivity and medical bench planning.

Theoretical Capacity

Physical limit from operating hours, throughput, and facility constraints.

Fairness Tracker

Weekend, opening, closing, and pre-open counts from published weeks

Publish Status

Selected schedule week

Published Weeks

Only published snapshots count toward rotation fairness

Best way to use the scheduler

Use the tool in one repeatable loop: confirm the center setup, keep the roster current, generate a draft, review the red and yellow items, adjust only where needed, then publish the approved week.

Set operating hours, facility limits, pre-open rules, and labor targets.
Update staff roles, training, availability, PTO, and profile preferences.
Load or edit arrivals so the demand curve matches the center.
Generate the draft, then review coverage, labor, MGR, and rule alerts.
Publish only after the manager approves the schedule for staff sharing.

1. Set Center Rules

Demand & Rules is the setup page. These inputs tell the scheduler what the center can physically do and when staff are needed.

Set each open day and its posted open and close time.
Enter facility constraints: screening stations, donor floor beds, processing stations, and exam rooms.
Set pre-open duty minutes and staff count for intake and donor floor.
Pick HPD or DEH and enter the weekly productivity target.
Review the Staffing Calculator when volume changes or the center is over or under staffed.

2. Keep Staff Current

Staff is where the schedule engine learns who can work, what they are trained to do, and which shifts fit them best.

Set the employee's primary area and employment type.
Use Certified or Trainer before an employee can cover production work.
Use PTO and unavailable days before generating a draft.
Use profile fields for preferred AM, PM, Mid, Any, target hours, max hours, max days, and open/close preference.
Mark inactive employees so they stay visible but are not scheduled.

3. Load Demand

Arrivals drive the staffing model. The goal is not a perfect forecast; it is a useful shape for when donors arrive.

Paste or edit up to five weeks of hourly arrival history.
Use zeros on closed days to prevent demand from creating shifts.
Before-open timestamps roll into the first open hour.
At-close and after-close timestamps roll into the final open hour.
Use the weekly donation note when actual donations are different from arrivals.

4. Generate Draft

The Draft Builder creates the first pass. It follows hard rules first, then uses employee profiles when there is a practical choice.

Hard rules include closed days, PTO, certification, medical coverage, pre-open coverage, 5-day max, full-time minimums, and part-time maximums.
Profiles guide start windows, preferred shift timing, target hours, and open/close balance.
Part-time staff are pushed toward AM or PM peak blocks before mid-day overlap.
Leadership scheduling requires one MGR and attempts to place two when staffing allows.
Generate and apply the draft before making small manual edits.

5. Review Schedule

Schedule is the main manager workspace. Start with the summary cards, then use Action Needed and Hourly Coverage for the details.

Projected donations and HPD/DEH are calculated for the selected week.
Scheduled paid hours include hourly production, Operations Supervisor, and QA labor.
Uncovered production hours show where the model still needs staff.
MGR and rule issues combine leadership, pre-open, certification, capacity, overtime, and staffing-rule problems.
Issue Snapshot shows the selected day's gaps and warnings in a quick visual pop-out.

6. Publish Week

Publish is the clean output area. Use it only when the schedule is ready for staff or rotation tracking.

Print the staff schedule or download the staff CSV.
Use manager CSV when leadership needs a working file.
Publish Week opens pre-publish review before saving the official snapshot.
Hard blockers must be fixed; labor, non-medical coverage, capacity, overtime, profile, and overstaffing issues can be documented as exceptions.
Published snapshots feed weekend, open, close, pre-open, and hours fairness tracking.
Drafts and live edits do not count toward history until published.

What Is Automated

The tool automates the repetitive logic a manager would otherwise check by hand.

Builds two weeks of draft schedules from rules, arrivals, staff, PTO, and availability.
Blocks production scheduling for Not trained and In training employees.
Enforces full-time minimum hours, part-time hour caps, and a 5-day weekly max.
Uses facility constraints for schedule logic and theoretical capacity. The extra plus-one slot is only an over-capacity warning trigger.
Estimates overtime, labor fit, and whether the current staff mix can support the volume.

What Manager Decides

The tool recommends a viable schedule. The manager still owns local judgment, staffing decisions, and final approval.

Choose whether to accept yellow overstaffing when the center is protecting service levels.
Adjust cross-area assignments when a certified employee is better used in their primary area.
Decide whether overhired staffing should be reduced or offset by higher production goals.
Use call-out replanning when someone becomes unavailable after the draft is built.
Use pre-publish exception notes when the roster or labor target cannot be solved in the current schedule cycle.

Current Build

Integrated build v64 adds a pre-publish exception review so managers can document operational exceptions without hiding true blockers.

Schedule, Staff, Demand & Rules, Publish, and Help remain the five main work areas.
MGR coverage requires one CM/AM/OS one hour before open, during posted hours, and through the post-close tail, with two preferred when possible.
QA and hourly Operations Supervisor labor count toward HPD/DEH; QA is blocked from production scheduling.
There is no Other Training or admin scheduling area; employees stay grouped by real primary area.
Staffing Calculator uses volume-stage targets and medical bench guidance instead of one fixed mature-center target.

How to Read Warnings

Review red first, then decide if yellow is acceptable

Red gapThe hour or area is short versus the staffing model. Fix these before publishing unless the manager intentionally accepts the risk.

Yellow overMore staff are scheduled than the model needs. This may be acceptable for training, service recovery, or unusual center conditions.

MGR issueThe schedule is missing required CM/AM/OS leadership coverage or is below the preferred two-manager coverage goal.

Pre-open missingIntake or donor floor does not have the required person scheduled early enough before posted open.

Capacity warningDemand is at or above the facility's physical limit. The warning allows one flex slot but does not change staffing math or theoretical capacity.

Cross-area badgeThe employee is working outside their primary area. This can be okay when they are certified and the center needs the coverage.

Training conflictAn employee is assigned to production before they are certified or marked as a trainer for that area.

Staff-rule issueA full-time minimum, part-time cap, overtime estimate, 5-day max, PTO, availability, or certification rule needs manager review.

Manager Checklist

Use this before publishing

Confirm operating hours and closed days are right.
Enter PTO and weekly exceptions before generating.
Check red coverage, MGR, medical, and pre-open issues.
Review yellow overstaffed hours for intentional overlap.
Check HPD/DEH for the selected week, not both weeks combined.
Publish only the schedule version staff should use.

Drafts, History, and Sharing

Important for testing with multiple managers

Draft vs published Drafts are working schedules. Published weeks are the approved snapshots used for fairness history and staff output.

Where data is saved This version saves data in the browser on the computer using it. A different manager or browser will not automatically see the same changes.

Before real rollout Add login, shared database storage, manager roles, center-specific permissions, and secure data handling before using live employee schedules.

Schedule Coverage