Updating a doctor's profile and preferences

Keep doctor profiles current so the scheduling engine has accurate departments, seniority, hour limits, and shift preferences to work with.

A doctor profile holds everything the scheduling engine needs to know to build a fair, valid roster. Keeping profiles up to date is the single most important thing you can do for clean roster output.

Only admins can edit doctor profiles.

What you can configure

Field	What it does
Name	The display name used on rosters and calendars.
Department	Used for filtering when building rosters.
Level	Senior or Junior. Drives role-based shift requirements and is shown with an asterisk (*) on calendars for seniors.
Date of joining	Used to apply onboarding rules during the new doctor protection period (if configured).
Pod	Optional sub-grouping within a department — useful for organising large teams.
Email	Used for swap notifications and leave confirmation emails. Only editable on profiles that aren’t linked to a member account.
Phone	Optional contact number.
Min and max hours per month	The lowest and highest number of duty hours the engine will assign to this doctor in a given month.
Excluded shift types	Shift types this doctor should never be assigned to, regardless of the period.
Status	Active or Inactive. Inactive doctors are excluded from new rosters.

Excluded shift types are useful for permanent constraints — for example, a doctor who can never take night shifts. For one-off preferences, use Shifts to Avoid on a leave entry instead.

Edit a doctor’s profile

1. Open Doctors

   Go to Doctors in the sidebar.

2. Open the profile

   Find the doctor and open their profile.

3. Edit

   Select Edit (the pencil icon).

4. Save

   Make your changes and select Save. Changes take effect on the next roster you generate.

If the profile is linked to a member account, the email field is managed by that member’s account and can’t be changed from the doctor profile.

Submit leave or preferences on a doctor’s behalf

From a doctor’s profile page you can also:

• Submit a leave request for them.
• Add shifts to avoid as soft preferences.
• Review their leave history.

This is the usual flow for doctors who don’t have a linked PlanMyRounds account — the admin manages everything for them.

Link a doctor to a member account

If a doctor has a PlanMyRounds account, link it to their doctor profile. Once linked, they can sign in to see their own shifts, submit leave from My Leaves, and start duty swaps.

1. Open the profile

   Go to Doctors and open the doctor.

2. Start the link

   Select Link Account from the action menu.

3. Find the member

   Search by name or email.

4. Confirm

   Confirm the link. The doctor can sign in straight away.

Read more at Link or unlink accounts with doctors profile

The doctor needs to be a member of your organisation first. Invite them by email if they aren’t yet.

Active vs. inactive

Use Inactive to take a doctor out of new roster generation without losing their history:

• They stay on past rosters and their leave history is preserved.
• They won’t appear in the doctor pool when you build a new roster.
• Setting their linked member account to Deactivated automatically marks the doctor profile as Inactive too. See Deactivating or removing a member.

Next steps

How the scheduler uses these fields

Deep dive into every doctor parameter the engine reads.

Create a roster

Put updated profiles to work in your next duty plan.