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Creating an auto-populating visual calendar for multiple departments to view?
Our take
Creating an auto-populating visual calendar for coordinating student schedules across multiple hospital units can significantly streamline your process. By linking directly to your hours log, this solution eliminates manual data entry and enhances data tracking, allowing you to efficiently manage over 100 students each month. An effective visual calendar will be easy for unit managers to read at a glance, enabling filtering by unit and month.
I coordinate student schedules across multiple hospital units. I log the shifts in an hours log spreadsheet (date, start time, end time, unit, student name, etc.). Every month, I need to send each unit a schedule showing who is coming in and when so they can review and plan coverage.
Right now, this part is very manual, and does not lend to tracking any data like how many students on each units, hours, etc., which we need as a department. We have over 100 students each month, so as much automizing as possible would be helpful as its a big process.
Ideally, I’d like something that:
- Pulls directly from the hours log (no retyping or copy/paste)
- Is easy to read at a glance for unit managers
- Can handle many units, many months, and many students
- Lets me filter by unit + month
I'm not really an excel genius, and I've been using copilot to help me with some of this and formulations, but It's not providing me with accurate formulas for the actual calendar conversion. If there are any resources on what formulas to use, what platforms that I could maybe look into for how to do this, or just honestly any advice at all. We've gotten the data tracking mostly drafted up and it's able to pull from pivot tables and show the analytics, but the calendar is my biggest hurdle at the moment.
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