Room Assignments
Assign staff to rooms by day of week for maintenance and checklist tasks, manage overrides, and bulk-reassign tasks between staff.
Overview
The Assignments page lets you control who is responsible for tasks in each room on each day your office operates. It is accessed from Settings > Office Settings, then selecting the Assignments tab.
Assignments are configured per office. If you are viewing all offices, you will be prompted to select a specific office first.
The page has four tabs:
- Maintenance Rooms -- Assign staff to rooms for maintenance tasks
- Checklist Rooms -- Assign staff to rooms for checklist tasks
- Overrides -- View and manage schedule-level and equipment-level overrides
- Reassign -- Bulk-reassign pending tasks from one person to another
Maintenance Rooms tab
This tab shows a matrix where you assign a default staff member to each room for each operating day of the week. These assignments apply to maintenance tasks only.
The assignment matrix
- Rows represent each room in your office (sorted alphabetically)
- Columns represent your office's operating days (e.g., Monday through Saturday, based on your Operating Days settings)
- Cells contain a dropdown to select a staff member
Assigning a staff member
Select the dropdown
Click the dropdown in the cell where the target room row meets the desired day column.
Pick a staff member
Select a staff member from the list. The cell updates immediately and all pending or overdue maintenance tasks for equipment in that room on matching dates are automatically updated to the new assignee.
"All days" shortcut
Each room row has an All days button. Click it to open a popover where you select a staff member, then click Apply to assign that person to every operating day for that room in one action. This is useful when one person is responsible for a room all week.
Removing an assignment
Open the dropdown for a cell and select the empty (blank) option. Any maintenance tasks that inherited their assignment from this room assignment revert to unassigned.
Checklist Rooms tab
This tab works identically to the Maintenance Rooms tab, but assignments apply to checklist tasks instead of maintenance tasks.
Checklist room assignments are completely separate from maintenance room assignments. A room can have different staff assigned for maintenance vs. checklists. For example, a hygienist might handle the daily operatory checklist, while a dental assistant handles equipment maintenance in the same room.
Copy Assignments
Both the Maintenance Rooms and Checklist Rooms tabs include a Copy from button that lets you copy all assignments from the other tab.
Click the Copy button
On the Maintenance Rooms tab, click Copy from Checklists (or on the Checklist Rooms tab, click Copy from Maintenance).
Review the preview
A dialog shows how many assignments will be copied and how many existing assignments will be overwritten.
Confirm
Click Copy to proceed. Assignments are merged — conflicts are overwritten, but non-conflicting existing assignments are preserved.
Use Copy Assignments when the same staff handle both maintenance and checklists for a room. Set up one tab fully, then copy to the other.
Overrides tab
Overrides are schedule-level and equipment-level assignments that take priority over room defaults. They are typically set when editing individual maintenance schedules or shared schedule equipment assignments — not directly on this page.
This tab provides a read-only view (with inline editing) of all active overrides across your office.
Override table columns
| Column | Description |
|---|---|
| Schedule | The name of the maintenance or checklist schedule |
| Type | Schedule (applies to all equipment in the schedule) or Equipment (applies to a specific piece of equipment) |
| Equipment | The specific equipment name, if this is an equipment-level override |
| Room | The room where the equipment is located |
| Task Type | Maintenance or Checklist |
| Assigned To | The staff member assigned — can be changed inline via dropdown |
You can filter overrides by task type, room, or search by schedule/equipment/staff name. To remove an override, click the X button on the row or clear the assignee dropdown.
Assignment priority hierarchy
ChairPulse uses a three-tier assignment hierarchy:
| Priority | Source | Description |
|---|---|---|
| Lowest | Room default | Inherited from the room assignment matrix based on the task's day of week |
| Medium | Schedule override | Set on the maintenance/checklist schedule template |
| Highest | Equipment override | Set on a specific piece of equipment within a schedule |
Higher-priority assignments always override lower ones. Room assignments serve as the default baseline.
If a schedule-level or equipment-level override exists for a task, it takes precedence over the room assignment. Room assignments only apply when no override has been set at a higher level.
Reassign tab
The Reassign tab lets you bulk-move all pending tasks from one staff member to another within a date range. This is useful when someone is out sick, on vacation, or has left the practice.
Select the source staff member
In the From dropdown, select the person whose tasks you want to reassign.
Select the destination staff member
In the To dropdown, select the person who will take over the tasks.
Choose which tasks
Select a task type scope:
- All tasks -- Both maintenance and checklist tasks
- Maintenance -- Only equipment maintenance tasks
- Checklists -- Only room checklist tasks
Set the date range
Use the Start date and End date pickers to define which period of tasks to reassign. The default range is today through 14 days out.
Review the preview
A preview shows the number of pending tasks that will be reassigned. This count updates automatically as you change the inputs.
Confirm the reassignment
Click Reassign Tasks, then confirm when prompted. The selected tasks are immediately updated to the new assignee.
Reassignment is immediate and affects all pending and overdue tasks matching your criteria. Completed or skipped tasks are never affected.
What gets updated automatically
When you assign or remove a staff member in the room assignment matrix (Maintenance Rooms or Checklist Rooms):
- All pending and overdue tasks with a room-level assignment source for equipment in that room are updated immediately
- Tasks on dates matching the assigned day of week receive the new assignee
- Completed or skipped tasks are not affected
- Tasks with a schedule-level or equipment-level override are not affected
Related pages
- Office Settings -- The Assignments tab lives within Office Settings
- Room View -- See today's room assignee on each room card in the maintenance view
- Team Management -- Manage the staff members available for assignment
- Operating Days -- Configure which days appear as columns in the assignment grid
- Rooms & Locations -- Manage the rooms that appear as rows in the grid