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Creating and Assigning Activities

  • Updated

Purpose

Activities that medics will undertake as part of their working shifts can be assigned and managed within NHS At Work. This guide covers each step of the process to create new activities and apply them to rosters, , split into the following sections:

 

 

Creating Activities

  1. Navigate to ‘Administration’ from the left-hand menu, ‘Organisation’, and then ‘Activities’.
  2. Click the green ‘+’ icon  to add an activity type.
  1. Type in the name for your activity.

Top Tip! It’s best practice to use concise and easily distinguishable activity names.

  1. Use the search or scroll functions to find the appropriate locations for your activity and tick the checkboxes to select them, then click ‘Add’.

Top Tip! It is best practice to add all possible locations to a single activity rather than creating a separate activity for each location to keep the activities list manageable in the roster. A location can be assigned to each activity in the roster.

Top Tip! Existing activities can be edited by clicking on the ‘pencil’ icon.

 

 

Adding Activity Types to a Roster

Once activity types have been created, they must be assigned to the relevant rosters where they’ll be worked.

  1. Click the roster ellipsis and select ‘Edit Activity Types’.
  1. Use the search or scroll functions to find the appropriate activity types for your roster and tick the checkboxes to select them.
  1. Once you’ve selected all relevant activity types, click ‘Save’.

 

 

Adding a Single Activity to a Shift

  1. Click on the green ‘+ Activity’ button .
  2. Drag and drop the activity from the ‘Activities’ bar onto the relevant slot on the shift.
  1. Use the dropdown menus to select the location and consultant, if required.
  2. Click ‘Save’ to confirm.

Top Tip! If a consultant hasn’t been associated to a medic, you can add them when assigning activities by ticking ‘Show all Consultants’ and selecting accordingly. For more details on associating medics with consultants, see the ‘Managing Consultants and Medical Secretaries’ guide.

Top Tip! Don’t forget to publish your roster! Changes to your roster are not automatically visible to your medics. This allows you to work on your roster without medics being notified, in case you need to make further changes.

 

 

Bulk-Adding Activities to Shifts

  1. Click the Roster Actions ellipsis to the right side of the roster and select ‘Assign Activity’ from the menu.
  2. Select the tickbox in the top corner of all the relevant shifts where you want to assign the same activity in the same timeslot e.g. all AM.
  3. Click ‘Assign Activity’ in the top right corner of the roster.
  4. Select the ‘Activity Time Period’, ‘Activity Type’, and ‘Location’, then click ‘Next’.
  5. Check the details in the summary screen, then click ‘Submit’.
  1. To add a consultant to an activity, click on the activity and then select ‘Edit’. Choose the Consultant from the dropdown menu and then click ‘Save’.

 

Version 1.0 - Approved 21/11/2025