Overview

The Schedule Assignment system allows agency owners to assign caregivers to elders for the week using a Copy + Adjust workflow instead of complex auto-assignment algorithms.

Why Copy + Adjust (Not Auto-Assign)

What System Knows	What Owner Knows (Offline)
Caregiver max load (3 elders)	"Caregiver 2 texted - sick tomorrow"
Previous assignments	"Caregiver 5 doesn't get along with Elder 12"
Time conflict detection	"Elder 8 lives 45 mins from Elder 3"
Nothing about distance	"Caregiver 1 prefers morning shifts only"

The owner always knows more than the system. So we make manual assignment fast and easy.

User Workflow (5 Steps)

code

1. Copy last week's schedule (or start blank)
2. Mark caregivers unavailable this week
3. System highlights conflicts
4. Owner fixes conflicts manually
5. Done (~5 minutes for 30 elders)

UI Layout: Tab-Based Navigation

The schedule page uses 4 tabs to provide different views of the same data:

code

┌─────────────────────────────────────────────────────────────────┐
│  WEEK: Jan 26 - Feb 1                    [< Prev]  [Next >]     │
├─────────────────────────────────────────────────────────────────┤
│  [Week Summary]  [By Caregiver]  [By Elder]  [Gaps Only]        │
│       ↑ DEFAULT                                                 │
└─────────────────────────────────────────────────────────────────┘

Tab	Purpose	When to Use
Week Summary	Grid overview of caregiver load + elder coverage	Default view, quick status check
By Caregiver	Grouped list showing each caregiver's assignments	Check workload distribution
By Elder	Day-expand view showing each elder's coverage	Assign specific elders
Gaps Only	Filtered list of unfilled shifts only	Quick gap resolution

Tab 1: Week Summary (Default)

Grid showing caregiver load and elder coverage at a glance.

code

┌─────────────────────────────────────────────────────────────────┐
│  CAREGIVER LOAD                                                 │
│                    Mon  Tue  Wed  Thu  Fri  Sat    Total        │
│  ─────────────────────────────────────────────────────────      │
│  Caregiver 1        3    3    3    2    3    -      14          │
│  Caregiver 2        3    2    3    3    2    -      13          │
│  Caregiver 3        2    3    3    3    3    -      14          │
│  Caregiver 4        3    3    2    3    3    -      14          │
│  ...                                                            │
│  ─────────────────────────────────────────────────────────      │
│  TOTAL             28   28   27   28   28   12     151          │
└─────────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────────┐
│  ELDER COVERAGE                                                 │
│                    Mon  Tue  Wed  Thu  Fri  Sat    Status       │
│  ─────────────────────────────────────────────────────────      │
│  LO-C1-1            ✓    ✓    ✓    ✓    ✓    -      5/5 ✓       │
│  LO-C4-1            ✓    ⚠    ✓    ✓    ✓    -      4/5 ⚠       │
│  LO-C7-3            ⚠    ⚠    ✓    ✓    ⚠    -      2/5 ⚠       │
│  ...                                                            │
│  ─────────────────────────────────────────────────────────      │
│  ⚠ = Missing coverage                                           │
│  Click any cell to assign/edit                                  │
└─────────────────────────────────────────────────────────────────┘

Interactions:

•Click caregiver row → Switch to "By Caregiver" tab, scrolled to that caregiver
•Click elder row → Switch to "By Elder" tab, scrolled to that elder
•Click any ⚠ cell → Open Assign Caregiver sheet for that elder+day

Tab 2: By Caregiver

Grouped list showing each caregiver's weekly assignments.

code

┌─────────────────────────────────────────────────────────────────┐
│  ▼ Caregiver 1                               14 shifts (3/day)  │
├─────────────────────────────────────────────────────────────────┤
│    MONDAY                                                       │
│    • LO-C1-1    7:00 AM – 9:00 AM       ✓ Confirmed             │
│    • LO-C1-2    9:30 AM – 11:30 AM      ✓ Confirmed             │
│    • LO-C1-3    2:00 PM – 4:00 PM       ⏳ Awaiting             │
│                                                                 │
│    TUESDAY                                                      │
│    • LO-C1-1    8:00 AM – 10:00 AM      ✓ Confirmed             │
│    • LO-C2-3    11:00 AM – 1:00 PM      ✓ Confirmed             │
│    • LO-C3-2    3:00 PM – 5:00 PM       ⏳ Awaiting             │
│    ...                                                          │
└─────────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────────┐
│  ▶ Caregiver 2                               13 shifts          │
│     (click to expand)                                           │
└─────────────────────────────────────────────────────────────────┘

Interactions:

•Click caregiver header → Expand/collapse
•Click shift row → Open shift details or Assign sheet (if unfilled)

Tab 3: By Elder (Current Day-Expand View)

The existing day-expand view, showing shifts grouped by day.

code

┌─────────────────────────────────────────────────────────────────┐
│  ▼ MONDAY, JAN 27 — 2 gaps                              [+ Add] │
├─────────────────────────────────────────────────────────────────┤
│    ✓ Caregiver 1 → LO-C1-1    7AM–9AM       Confirmed           │
│    ✓ Caregiver 2 → LO-C2-1    8AM–10AM      Confirmed           │
│    ⚠ Unassigned  → LO-C4-1    --            [Assign]            │
│    ...                                                          │
└─────────────────────────────────────────────────────────────────┘

┌─────────────────────────────────────────────────────────────────┐
│  ▶ TUESDAY, JAN 28 — All covered ✓                      [+ Add] │
└─────────────────────────────────────────────────────────────────┘

Tab 4: Gaps Only

Filtered view showing ONLY unfilled shifts across the week.

code

┌─────────────────────────────────────────────────────────────────┐
│  ⚠ 24 GAPS THIS WEEK                                            │
├─────────────────────────────────────────────────────────────────┤
│  MONDAY (5 gaps)                                                │
│  • LO-C4-1     No caregiver assigned          [Assign]          │
│  • LO-C7-3     No caregiver assigned          [Assign]          │
│  • LO-C8-2     No caregiver assigned          [Assign]          │
│  ...                                                            │
│                                                                 │
│  TUESDAY (3 gaps)                                               │
│  • LO-C2-2     No caregiver assigned          [Assign]          │
│  • LO-C5-1     No caregiver assigned          [Assign]          │
│  ...                                                            │
├─────────────────────────────────────────────────────────────────┤
│  [Select All]  [Bulk Assign Selected →]                         │
└─────────────────────────────────────────────────────────────────┘

Interactions:

•Click [Assign] → Open Assign Caregiver sheet
•Check multiple gaps → [Bulk Assign Selected] opens bulk assign sheet

Data Model

Existing Collections (No Changes)

scheduledShifts - Individual shift records

typescript

{
  id: string;
  agencyId: string;
  elderId: string;
  elderName: string;
  caregiverId: string;       // Empty if unassigned
  caregiverName: string;
  date: Timestamp;
  startTime: string;         // "09:00"
  endTime: string;           // "17:00"
  status: 'unfilled' | 'scheduled' | 'confirmed' | ...;
}

New Collections

weeklyScheduleTemplates - Saved schedule patterns

typescript

{
  id: string;
  agencyId: string;
  weekStart: Timestamp;      // Sunday of the week
  name?: string;             // "Default" or custom name
  assignments: {
    [elderId: string]: {
      elderName: string;
      days: {
        [dayIndex: number]: {  // 0=Sun, 1=Mon, ...
          caregiverId: string;
          caregiverName: string;
          startTime: string;
          endTime: string;
        } | null;
      }
    }
  };
  createdAt: Timestamp;
  createdBy: string;
}

caregiverAvailability - Weekly availability overrides

typescript

{
  id: string;
  agencyId: string;
  caregiverId: string;
  caregiverName: string;
  weekStart: Timestamp;
  availability: {
    [dayIndex: number]: 'available' | 'unavailable' | 'partial';
    partialHours?: {
      [dayIndex: number]: { start: string; end: string };
    }
  };
  updatedAt: Timestamp;
  updatedBy: string;
}

Row Interaction Behavior

Shift Row Types

Row Type	Visual	Click Action
Assigned & Confirmed	Green checkmark, "Confirmed" badge	View shift details (future: edit)
Assigned & Awaiting	Amber clock, "Awaiting" badge	View shift details + option to confirm
Unfilled	Red warning, "Unfilled" badge	Open Assign Caregiver sheet
Missing Shift	Red background, "Assign" button	Open Assign Caregiver sheet

Click Behavior Rules

•
Unfilled shifts (status: unfilled or no caregiverId):
- •Clicking anywhere on the row opens the Assign Caregiver bottom sheet
- •Shows elder name, date, and time slot
- •Lists all available caregivers with workload indicators
•
Assigned shifts (has caregiverId):
- •Clicking the row shows shift details (future: edit capability)
- •If status is scheduled/pending_confirmation, shows "Mark Confirmed" button
•
Missing shifts (elder has no shift for the day):
- •Displayed as gap row with red background
- •Click "Assign" button to open Assign Caregiver sheet
- •Creates new shift when caregiver is selected

Assign Caregiver Sheet

code

┌─────────────────────────────────────────────────┐
│  Assign Caregiver                           ✕   │
│  LO-C7-1 • Mon, Jan 26                          │
├─────────────────────────────────────────────────┤
│  🕐 9:00 AM - 5:00 PM                           │
├─────────────────────────────────────────────────┤
│  ┌─────────────────────────────────────────┐    │
│  │ 👤 Caregiver 1                          │    │
│  └─────────────────────────────────────────┘    │
│  ┌─────────────────────────────────────────┐    │
│  │ 👤 Caregiver 2                          │    │
│  └─────────────────────────────────────────┘    │
│  ...                                            │
└─────────────────────────────────────────────────┘

Color Coding & Visual States

Status Badges (No Action Needed)

Badge	Color	Meaning
Confirmed	Green	Shift is confirmed, no action needed
Awaiting	Amber	Waiting for caregiver to respond
Unfilled	Red	No caregiver assigned
Completed	Gray	Shift is done

Action Buttons (Click Required)

Button	Color	Meaning
Confirm	Blue	Owner needs to click to confirm shift
Assign	Red	Click to assign caregiver to gap

Design Principle: Action buttons use distinct colors from status badges to clearly indicate "click me" vs "information only".

•Blue = Primary action (Confirm, Save, Submit)
•Green = Success/completed state (Confirmed badge)
•Red = Urgent action or warning (Assign gap, Unfilled badge)
•Amber = Pending/waiting state (Awaiting badge)

Business Rules

Caregiver Assignment Constraints

Rule	Constraint	Enforcement
Daily Elder Limit	Max 3 elders per caregiver per day	Hard block
Minimum Time Gap	Min 2-hour gap between shift end and next shift start	Hard block

Rule 1: Daily Elder Limit

A caregiver cannot be assigned to more than 3 elders on any given day.

code

✅ Valid: Caregiver 1 has 3 elders on Monday
❌ Invalid: Caregiver 1 has 4 elders on Monday

Rule 2: Minimum Time Gap (2 Hours)

There must be at least 2 hours between a caregiver's shift ending and their next shift starting. This allows for travel time between elders.

Important: Time slots are NOT fixed. The owner picks ANY start/end time based on each elder's needs (7 AM, 5 PM, etc.). The system only validates the 2-hour gap.

code

✅ Valid Schedule (2+ hour gaps):
   Caregiver 1 → Elder A: 7:00 AM – 9:00 AM
   Caregiver 1 → Elder B: 11:00 AM – 1:00 PM    (2hr gap after 9AM ✓)
   Caregiver 1 → Elder C: 3:30 PM – 5:30 PM     (2.5hr gap after 1PM ✓)

❌ Invalid Schedule (overlapping or too close):
   Caregiver 1 → Elder A: 9:00 AM – 11:00 AM
   Caregiver 1 → Elder B: 11:30 AM – 1:30 PM    (only 30min gap ✗)

❌ Invalid Schedule (same time):
   Caregiver 1 → Elder A: 9:00 AM – 5:00 PM
   Caregiver 1 → Elder B: 9:00 AM – 5:00 PM     (overlap ✗)

Flexible Time Slots

The owner sets shift times based on elder needs. Common patterns:

Pattern	Example	Use Case
Early morning	6:00 AM – 8:00 AM	Elder needs help getting ready
Standard morning	9:00 AM – 11:00 AM	Typical visit
Afternoon	2:00 PM – 4:00 PM	Post-lunch care
Evening	5:00 PM – 7:00 PM	Dinner assistance

The system does NOT enforce specific time slots. It only validates:

•Max 3 elders per caregiver per day
•Min 2-hour gap between shifts for same caregiver

Conflict Detection

Conflict Type	Detection	Resolution
Daily limit exceeded	Caregiver has ≥3 elders on day	Block assignment, show "Caregiver full"
Time gap too short	<2 hours between shifts	Block assignment, show conflict
Time overlap	Shifts overlap same time period	Block assignment, show conflict
Caregiver unavailable	Marked as unavailable for that day	Hide from caregiver list
Elder has no caregiver	No shift or unfilled shift	Show as gap, prompt to assign

Warning Messages

code

❌ Cannot assign: Caregiver 1 already has 3 elders on Monday.
   Choose a different caregiver.

❌ Cannot assign: Caregiver 1's shift ends at 11:00 AM.
   Next shift must start at 1:00 PM or later (2-hour minimum gap).

❌ Cannot assign: Caregiver 1 is already scheduled for 9AM-11AM.
   This overlaps with the requested time. Choose a different time or caregiver.

Files to Create/Modify

New Files (Tab-Based UI)

File	Purpose
`src/components/agency/schedule/ScheduleTabs.tsx`	Tab navigation component
`src/components/agency/schedule/WeekSummaryTab.tsx`	Tab 1: Grid view of caregiver load + elder coverage
`src/components/agency/schedule/ByCaregiverTab.tsx`	Tab 2: Grouped list by caregiver
`src/components/agency/schedule/ByElderTab.tsx`	Tab 3: Day-expand view (refactored from current)
`src/components/agency/schedule/GapsOnlyTab.tsx`	Tab 4: Filtered unfilled shifts
`src/components/agency/schedule/BulkAssignSheet.tsx`	Assign selected elders to caregiver
`src/components/agency/schedule/WeekSetupSheet.tsx`	Copy/blank setup bottom sheet
`src/components/agency/schedule/CaregiverAvailabilityGrid.tsx`	Toggle caregiver availability
`src/lib/firebase/scheduleTemplates.ts`	Template CRUD operations
`src/lib/firebase/caregiverAvailability.ts`	Availability CRUD

Modify Files

File	Changes
`src/app/dashboard/agency/schedule/page.tsx`	Add tab navigation, integrate all 4 tabs
`src/components/agency/schedule/WeekStripSchedule.tsx`	Refactor to support tab switching
`src/components/agency/schedule/DayShiftList.tsx`	Reuse in ByElderTab

Implementation Phases

Phase 1: Tab Navigation ✅ DONE

•Tab bar with 4 tabs: Week Summary, By Caregiver, By Elder, Gaps Only
•Week Summary as default tab
•Tab state persists during session

Phase 2: Week Summary Tab (Default)

•Caregiver load grid (caregivers × days)
•Elder coverage grid (elders × days)
•Click cell → opens Assign sheet
•Totals row/column

Phase 3: By Caregiver Tab

•Expandable sections per caregiver
•Shows all shifts grouped by day
•Workload indicator (X/3 per day)

Phase 4: By Elder Tab (Existing)

•Refactor current day-expand view
•Keep existing functionality
•Add checkbox for bulk select

Phase 5: Gaps Only Tab

•Filtered view of unfilled shifts
•Grouped by day
•Bulk select + assign

Phase 6: Bulk Assignment

•Checkbox to select multiple gaps
•"Assign Selected" → pick caregiver → create shifts for all

Phase 7: Copy Last Week

•Load last week's shifts as template
•Apply to current week
•Highlight conflicts

Phase 8: Caregiver Availability

•Grid to mark caregivers unavailable
•Auto-highlight affected assignments

Test Accounts

From CLAUDE.md:

Role	Email	Password
Agency Owner	ramanac+owner@gmail.com	AbcD12!@
Caregiver 1	ramanac+c1@gmail.com	AbcD12!@
Caregiver 2	ramanac+c2@gmail.com	AbcD12!@
...	...	...
Caregiver 10	ramanac+c10@gmail.com	AbcD12!@

Test Data Requirements

•10 caregivers (c1-c10)
•30 elders (3 per caregiver)
•Each elder needs daily shift coverage

References

•myguide-scheduling skill - Basic shift CRUD
•src/lib/firebase/scheduleShifts.ts - Existing shift operations
•scripts/createTestShift.ts - Example seeding script