The coordination work that never fits in a CRM.
- Shift-level calendars including call and beeper coverage
- Coverage gaps and expiring credentials raised automatically
- Flights, lodging and cars costed against assignment margin
- Providers see their own schedule and itinerary in their portal
In the workspace
Every submitted week, one queue
Search any provider, client, job or record number; approve or reject the week; and watch pay, bill and margin stay visible on every row. Approved time flows straight into invoicing.
Capabilities
Coordination, scheduling and travel
Master calendar
Every confirmed shift across every client and provider on one calendar, filterable by facility, specialty, recruiter or coverage gap.
Assignment scheduling
Build the schedule at shift level — days, nights, weekends, call and beeper — and see conflicts before the provider does.
Coordinator desk
A working queue for the people who make assignments happen: open items, expiring documents, unbooked travel and unsubmitted hours.
Gap and risk alerts
Unfilled shifts inside the coverage window, credentials expiring mid-assignment and travel not yet booked all raise themselves.
Flights
Record or attach the booking, keep the record on the assignment, and track change fees and cancellations against the placement.
Lodging and cars
Hotels, extended stay and rental cars with dates that follow the schedule, plus per-diem handling where the contract allows it.
AI itinerary parsing
Forward the confirmation email and Thotara reads the airline, flight numbers, times, hotel and confirmation codes into the travel record for review.
Provider-visible logistics
The provider sees their own schedule and travel in their portal, so the coordinator stops resending PDFs.
How it flows
Confirmed to covered
- 01
Confirm the assignment
Dates, shift pattern, call requirements and the rate card carry over from the job order — nothing is re-keyed.
- 02
Build the schedule
Lay in shifts, mark call and beeper coverage, and flag gaps that still need a provider.
- 03
Book the travel
Attach flights, lodging and cars to the assignment. Forwarded confirmations are parsed and matched to the right trip.
- 04
Track hours and changes
Providers submit hours from their portal, clients approve, and cancellations or extensions update schedule, travel and billing together.
Where margin usually leaks
- Travel booked late at premium fares
- Change fees absorbed instead of billed where the contract allows
- Cancelled shifts still paid because nobody updated the schedule
- Extensions worked without a signed amendment
- Credentials expiring mid-assignment, forcing an emergency backfill
- Hours submitted late, invoiced late, collected later
Each of these is a tracked field with an alert in Thotara, not a discovery at month-end close.