One board shows who is working, which room each person is in, what is booked against them, and where the gaps sit. Cover for a late start, a room swap, or a locum day stops being a group chat thread and becomes a card somebody moves.
Start from the When Free. It is a live Taskade Genesis app for seeing who is available when, which is the first half of coordinating providers and rooms rather than the finished board. Move something, then clone it into your own workspace in about ten seconds and add your own rooms, sessions, and coverage rules on top.
The build gives you a lane per provider or per room, a card per session with its date, hours, and location, a cover request state for anything uncovered, a conflict flag when two things claim the same room, and an AI agent that spots problems a day ahead rather than at nine in the morning. It also gives you the thing wall calendars never do: a record of what actually happened, so next quarter's planning starts from evidence.
The schedule reads differently by role:
- Board view with a lane per provider or room and cards per session
- Calendar view for the week and month laid out by date
- Table view for the full register with hours, locations, and cover status
- Gantt view to see longer commitments and leave against each other
- Plus the rest of the 7 project views
Automations catch the conflicts. On paid plans, Taskade automations flag a double-booked room, raise a cover request when a session has no owner, and post tomorrow's assignments to your team channel each evening. Across 100+ bidirectional integrations, Google Calendar pulls sessions in while Slack pushes the conflict alerts out.
The AI agents carry 34 built-in tools including persistent memory, so the agent learns your recurring patterns and stops flagging the standing arrangement everyone already knows about.
Workspace DNA is what stops the schedule living in someone's head. Memory holds the standing pattern, the leave, and the cover arrangements already agreed. Intelligence, drawing on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, spots conflicts and uncovered sessions a day ahead rather than on the morning. Execution raises the cover request and posts tomorrow's assignments so everybody reads the same version.
Running it in your practice
- Decide your lane model. Provider lanes suit practices where people move between rooms. Room lanes suit practices where the room is the constraint.
- Clone the board and load the standing pattern first. The regular weeks are most of the schedule, and cards can repeat.
- Add leave as dated cards. Seeing leave against sessions in the Gantt view is where cover gaps show up a month early rather than a day late.
- Write your conflict rules. Beyond double booking, most practices have a turnaround rule between certain session types that is worth stating explicitly.
- Post assignments the evening before. One message with tomorrow settled removes the morning round of who is where.
The group chat about cover stops, and the record of what actually happened becomes the basis for planning the next quarter.
Clone the board, invite the team, and the structure is yours. Add a room, add a provider, change how a week is shaped, without a support request.
More: read scheduled automations for the evening post, browse the Community Gallery for staffing boards others run, or open create to describe your own. This pairs with the cancellation waitlist, which needs to know which diary has the gap, and with the daily huddle, where cover gets announced.
Frequently Asked Questions
Does this replace our appointment book?
No, and it should not. The appointment book holds bookings. This board holds the layer above it: who is working, which room, and what is uncovered. Both can stay connected through the 100+ bidirectional integrations.
How does it detect a room conflict?
Two sessions claiming the same room in overlapping hours raise a flag on both cards. You can also describe softer rules, such as a room that needs turnaround time between certain session types.
Can locums and part-time staff be included?
Yes. Anyone who works a session gets a lane or a card, whether they are permanent, part-time, or covering for a week. Nothing about the board assumes a fixed roster.
Can we plan leave on the same board?
Yes. Leave sits as a card with a date range, and the Gantt view shows it against the sessions it affects, which is usually where cover gaps become obvious a month early instead of a day late.
Who can edit the schedule?
Whoever you give edit access to. Many practices let everyone view and a small group edit, with cover requests as the mechanism for everyone else to raise a change.
Does it work across two locations?
Yes. Location is a field on each session, so you can filter to one site or view both together. Practices opening a second site usually start here.
Is the app deciding staffing levels?
No. It shows what is scheduled, flags conflicts and gaps against the rules you write, and keeps a record. Staffing decisions remain yours.
