Kevala’s Data Direct grants you unlimited access to all of your scheduling and staffing data. This access allows you to run your own reports, connect to leading BI tools, and integrate all facets of your business for better control and insight.
Through Data Direct, we can offer all of your data back to you and grant you the freedom to do what you want with it.
- Customize your own reports.
- Pull out important insights.
- Gain complete visibility.
The data dictionary shows all the data you will have complete and unfiltered access to.
There are three tables in the Kevala data dictionary:
- Shifts
- Shift Allocation
- Employees
Shifts
The shifts table provides a single record for every shift created in your organization's system. You can join this table to shift allocations using the shift ID. Each record has the following fields:
| Field Name |
Data Type |
Description |
Example |
| shift_id |
Integer |
Unique identifier for the shifts |
847650 |
| shift_start_time |
Date |
The shift start time in UTC |
2023-10-30 13:00:00 |
| shift_end_time |
Date |
The shift end time in UTC |
2023-10-30 21:00:00 |
| create_date |
Date |
The date and time the shift was created in UTC |
2023-10-09 17:33:43 |
| update_date |
Date |
The date and time the shift was last updated in UTC |
2023-10-09 19:14:52 |
| status |
String |
The status of the shift. The options are limited to:
filled open closed |
filled |
| notes |
String |
The notes that were entered on the shift |
Here's some notes on the shift |
| positions |
Array |
The list of possible positions that could be worked for this shift |
[ "lpn", "rn" ] |
| color |
String |
The calendar color used inside of Kevala for this shift |
sky_blue |
| labels |
Array |
The list of labels that are associated with this shift |
[ "Assisted Living" ] |
| location |
String |
The name of the location where this shift was worked |
ABC Community |
| organization |
String |
The name of the parent organization for where this shift was worked |
XYZ Organization |
Shift Allocations Table
The shift allocations table provides a single record for each shift allocation. A shift allocation is defined as an application or assignment of an employee to the shift inside of the Kevala system. You can join shift allocations to the shifts table using the shift ID. Since every shift does not have a shift allocation, we recommend doing a left join from shifts to shift allocations so you can understand where a shift might not have an associated allocation as you are doing data research, but in some cases, you may want to do otherwise. We are happy to discuss this topic more with you.
Using the employee ID, you can also join the shift allocations to the employees' table. Each record has the following fields:
| Shift Allocations Table |
| Field Name |
Data Type |
Description |
Example |
| shift_allocation_id |
Integer |
Unique identifier for the allocation |
847650 |
| shift_id |
Integer |
Unique identifier for the shift to which the allocation applies (matches with shift_id in Shifts) |
847650 |
| state |
String |
The state of the allocation. Options are limited to:
approved withdrawn pending canceled denied |
approved |
| create_date |
Date |
The date and time the allocation was created in UTC |
2023-06-02 19:01:38 |
| update_date |
Date |
The date and time the allocation was last updated in UTC |
2023-10-09 19:14:52 |
| position |
String |
The position that the shift applicant would be using to apply for the shift |
cna |
| employee_id |
Integer |
Kevala's internal employee identifier for the employee associated with this shift allocation (matches with employee_id in Employees)
This field will be null if the allocation_type is "manual". |
847650 |
| employee_organization |
String |
The name of the organization that employs the associated employee (if applicable) |
ABC Company |
| allocation_type |
String |
The type of the allocation. Options are limited to:
employee manual
"manual" is only used when a user is manually written in to filling the shift |
employee |
| manual_name_entered |
String |
When allocation_type is "manual", this will be the manually entered value for the employee who filled the shift |
John Doe |
| comments |
String |
The comments submitted with the shift allocation |
Can only work from 7 am to 3 pm |
| rating |
String |
If the shift allocation has a rating submitted after it is worked, then this value will be filled. Otherwise, it will be null. If filled, the options are limited to:
callout no_call_no_show exceptional
poor |
callout |
| rating_comments |
String |
If the shift allocation has a rating submitted after it is worked, then a user can optionally enter comments while submitting the rating. |
Family emergency |
| cancellation_reason |
String |
When a shift is canceled, a user can optionally enter a cancellation reason. |
Personal reasons |
Employees Table
The employee's table provides a single record for each employee in the system. You can join the employees table to the shift allocations table using the employee ID if you can request the information for the associated employee. Each record has the following fields:
| Employees Table |
| Field Name |
Data Type |
Description |
Example |
| employee_id |
Integer |
Kevala's internal employee identifier (matches with employee_id in Shift Allocations and Compliance Records) |
847650 |
| first_name |
String |
The first name of the employee |
John |
| last_name |
String |
The last name of the employee |
Doe |
| organization |
String |
The name of the organization where this person is employed |
XYZ Organization |
| start_date |
Date |
The date that the employment relationship started as recorded in Kevala |
2023-05-24 |
| termination_date |
Date |
The date that the employment relationship ended as recorded in Kevala |
2023-09-07 |
| state |
String |
The state of the employee as recorded in Kevala |
active |
| create_date |
Date |
The date and time that the employee record was created in UTC |
2023-10-23 19:36:41 |
| update_date |
Date |
The date and time that the employee record was last updated in UTC |
2023-10-25 20:08:17 |
| external_identifier |
String |
The external ID entered into the system by a back office user to help identify this employee in their originating system. If no value has been entered, this will be a null field |
41611 |
Data Direct aims to provide healthcare facilities valuable insights into their shift management, employee allocation, and overall operational efficiency. Depending on specific requirements and goals, this data can be customized further to suit the needs of any organization.
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