The basics
Managers can use the Scheduling screen to manage shifts, time-off requests, and coverage while tracking activities and adherence to ensure staffing needs are met. They can also review and approve schedule changes as needed.
Manager permissions may vary by organization, affecting the ability to edit shifts, approve time-off, or modify schedules.
Understanding shift cards
Each shift appears as a shift card under the employee’s name. The shift card displays:
Shift hours – Start and end times of the scheduled shift.
Team color indicator – Color-coded to show the assigned team (e.g., Urgent Care).
Role abbreviation – Displays the employee’s assigned role (e.g., PA for Physician Assistant).
Moon Icon - The shift ends the day after the shift starts
Shift activities – Subtasks within the shift, such as patient care, breaks, or admin work.
To view shift activities, click the checkmark icon in the top-right corner of the scheduling screen. This expands the shift details to display tasks within the shift.
Viewing and managing shifts
Clicking a shift card opens the shift details modal, where managers can:
View assigned activities and adjust times if permitted.
Check real-time shift updates, including clock-in status and completed tasks.
Monitor appointment data if integrated with scheduling systems.
Shift status and publishing
In the top-right corner of each shift, an icon indicates the publishing status:
Green lock icon – The shift is published and visible to employees.
Orange warning icon – The shift has changes that need republishing.
No icon – The shift is newly created and has not been sent to employees.
To publish schedule updates, managers can approve changes and republish so employees receive updated shift details.
Managing time-off requests
Time-off requests appear directly on the scheduling screen. To view details, click the PTO request on the calendar.
Approved PTO – Displays as a scheduled time-off block.
Pending PTO – Marked with a yellow question mark icon, requiring manager approval.
Managers can approve or decline time-off requests, and if permissions allow, adjust PTO details.
Filtering and schedule insights
The top-right menu provides quick filtering options:
Show all users – View all employees or only scheduled ones.
Show available hours – Display employees with unassigned time.
Show adherence – Highlight employees who have not clocked in for scheduled shifts.
Next to the filters, the metrics button (bar chart icon) provides scheduling insights, including:
Appointment forecasts
Required staffing hours / Group allowances
Metrics breakdown by team, role and state license
Adjusting workweek settings
Some employees may follow different workweek start days (e.g., Sunday-Saturday vs. Monday-Sunday). If an employee's workweek differs from the week being viewed, an indicator appears on their schedule tag.
To adjust workweek settings:
Click the date range picker.
Select Week commences.
Change the start day of the workweek as needed.
Next steps
Learn how to manage schedule change requests for employee shift modifications.
Explore time-off request approvals & full scheduling overview help guides