Overview
To configure your forecasts, go to the Forecasting page, click the Settings cog at the top right of the page, and select Manage Forecasts. From the configuration modal, select a specific forecast to make changes or use the + icon to set up a new forecast.
Set up volume predictions using a time series forecast
ℹ️ If you are uploading your own volume predictions from a custom app or the Planbase API or you can skip this step.
1. Link to data sources
Start by choosing an integration source (e.g., Planbase, Epic, Intercom, Healthie) which tells Planbase where the data originated from. For external integrations, Planbase pull relevant data back into Planbase and transforms it into the correct format.
2. Filter the data
Planbase needs to know which resources from the historical data should be used. All objects get pulled into Planbase with the associated metadata exposed as key::value pairs. Inclusion or exclusion of a resource then follows by specifying:
Exclude keywords – Remove interactions like cancellations, no-shows, or billing-related tickets.
Include keywords – Limit data to specific interactions (e.g., “urgent care” or “mental health”).
Set up staffing requirements from a volumes forecast
ℹ️ If you are uploading your own requirements via the Planbase API or importing from a custom app you can skip this step.
Staffing requirements are generated from a given volume forecast by inputting the associated performance metrics:
Average handle time – The typical duration of an interaction.
Target wait time – The maximum acceptable wait time before a patient is seen.
Service level agreement (SLA%) – The percentage of interactions that should meet the target wait time (e.g., 90% of visits start within 10 minutes).
Shrinkage – Non-productive time between interactions due to administrative work or breaks.
Planbase supports both live and async staffing models. The metrics you input abve will determine which of these are used.
Set up volume / staffing requirements using a custom app or API
ℹ️ If you are using a Planbase time series forecast you can skip this step.
Instead of generating predictions using a time-series forecast, you can provide your own forecast data using a Custom App or the Planbase Forecasts API. In both cases, the underlying Forecasts API is used to post predictions and actuals for both volumes and staffing requirements to a specified forecast. This means you can provide volume predictions for Planbase to convert into staffing requirements, or provide staffing requirements directly.
Using a custom app
Custom Apps can be used to build driver-based forecasts based on your own care model or operating assumptions. Your Planbase account team will work with you to build and connect your Custom App to the appropriate forecasts. You can also prompt the Custom App builder directly:
“Connect my forecast predictions to the corresponding forecasts in Planbase"
Once connected, the app can automatically upload its calculated volumes or staffing requirements to the relevant forecasts.
Using the API directly
If you already generate forecasts in another system, you can integrate directly with the Planbase Forecasts API. The API allows you to upload predictions and actuals for volumes and staffing requirements to a specified forecast, allowing your existing forecasting models or data pipelines to feed directly into Planbase.
Set up which work counts towards your requirements
To help optimize schedules and generate reports Planbase needs to know which work in Planbase should count towards a given set of requirements.
Select from the following fields using the dropdown under the forecast name:
Teams & Roles: this is a required field. Only work performed by people matching a selected team / role will contribute towards your requirements.
Activities: this is an optional field. If selected, only scheduled time working on the specified activities will contribute towards your requirements.
Clients: this is an optional field. If selected, only work performed by people who are eligible to work for the specified clients will contribute towards your requirements.
Licenses: this is an optional field. If selected, only work performed by people who hold the specified licenses will contribute towards your requirements.
Skills: this is an optional field. If selected, only work performed by people who have the specified skills will contribute towards your requirements.
Time Off: this is an optional field. If selected, time off will contribute towards your requirements.
Next steps
For more details, see the Forecasting overview.