Boardrunner Guide

Audience: anesthesiologists, schedulers, and lead clinicians who publish the daily OR schedule. Role required: boardrunner (or higher).

The boardrunner is the person who decides who's working where on a given day, posts that schedule to the rest of the group, and adjusts it as the day unfolds. Cloud Anesthesia is built around that workflow.

A typical day

1. Build the next day's schedule the afternoon before. Pull in your case list, drag providers into rooms, mark on-call assignments.
2. Save a draft as you work. Drafts are private to you until you publish.
3. Publish when the schedule is final. Everyone in the group can now see it.
4. Adjust day-of as cases get added, cancelled, or reassigned. Each adjustment creates a new published version; the audit log keeps every prior version.

Saving a draft vs. publishing

Drafts are personal scratchpads. Only you can see them. Saving doesn't notify anyone.

Publishing flips the schedule to "current" for your group and (per your group's notification settings) sends an SMS or email to providers who opted in.

Rule of thumb: build in drafts, publish when you're confident.

Reading a schedule diff

When you publish a new version of an already-published schedule, Cloud Anesthesia generates a diff showing exactly what changed: assignments added, swapped, removed.

Diffs are useful for:

• Reviewing your own changes before publishing (sanity check)
• Explaining changes to providers who notice their assignment moved
• Audit + compliance — every published change is logged, including who published it and when

Older diffs are available via the audit log (admin/superadmin only).

Day-of adjustments

The two most common day-of changes:

• Late add: a case gets added during the day. Drag the provider into the room, save, publish.
• Call-in / release: someone calls in sick, or a case finishes early and you want to release a provider. Move them out of the room (or to the bench), republish.

Each publish creates a new version. Providers see the latest version when they refresh the app. There's no "edit-in-place" — every change is captured.

Saved schedules (drafts)

You can save multiple drafts. Common uses:

• Per-day drafts while building a week ahead
• What-if scenarios ("what if Dr. X covers the cardiac case instead of Dr. Y?")
• Backup before a risky change — save the current state, try the change, revert if needed

Drafts are stored per-user. Other users (including admins) cannot see your drafts.

Notifications

When you publish, providers who have opted in to notifications (email or SMS, configured per-user) get a heads-up.

Notification preferences are set per-user in their account settings. Boardrunners don't control whose preferences are what — that's each provider's choice. If a provider says they didn't get a notification, check their notification preference and confirm their contact info is current.

What boardrunners can't do

• Add or remove users (admin only)
• Edit unit values or override unit assignments for specific procedures (admin only)
• See another user's drafts
• Modify the published audit log (no one can — it's append-only)

For any of these, talk to your group's admin.

Related

• Admin Guide — for the actions above that require admin role
• Troubleshooting — common publishing issues
• Quick Start — if this is your first day