Schedule requests and time off for the ED
Updated October 10, 2026 · 4 min read
In Capillary, ED physicians, APPs and nurses tap a day on their Requests tab to mark a request: off if possible, must be off or want to work. Time off goes in as a date range with a reason, for the scheduler to approve or decline. Once time off is approved, the schedule will not save with that person on a shift that starts on those days.
What clinicians can request
Each clinician on the department's roster gets a Requests tab once they join from the scheduler's invitation. It opens on next month's calendar.
| Request | How to make it | What the scheduler sees |
|---|---|---|
| Off if possible | Tap the day once | asked off |
| Must be off | Tap the day twice | must be off |
| Want to work | Tap the day three times | wants to work |
| Time off | Pick the dates, a reason and an optional note | time off requested, then time off once approved |
A fourth tap clears the day. The reason for time off is vacation, conference, personal or other. The note holds up to 280 characters. One time off request covers up to 62 days.
Requests can't be made for past days. Clinicians see only their own requests. Schedulers see everyone's. Standing preferences, such as shifts per week or a weekday someone can't work, sit under Detailed preferences on the same tab, as described in shift count preferences.
The due date
The scheduler sets a due date for each month on the Requests tab. Clinicians see it beside the month, for example Due Oct 20.
Clinicians can change that month's day requests through the due date. After it, their calendar for the month locks and shows Closed with the date. Time off stays open after the due date. Without a due date, clinicians can change requests at any time.
The scheduler's Requests tab also has a Not heard from list. It names every active clinician with no requests or preferences for the month. For choosing the date itself, see schedule request due dates.
How the scheduler reviews requests
- 1
Read each person's row
The Requests tab lists each clinician's must-be-off days, off-if-possible days and days they want to work, with a one-line summary of their preferences.
- 2
Approve or decline time off
The Time off to review list shows each request's dates, number of days, reason and note. Day requests need no decision. A count on the tab shows how many time off requests are waiting.
- 3
Assign with requests in view
In Build schedule, the list of names for each shift shows each person's request for the day the shift starts. A name on approved time off can't be chosen.
- 4
Save and publish
Saving and publishing check role, overlapping shifts, minimum rest and approved time off. If a person is still on a shift that starts during their approved time off, the save stops and names the shift.
Worked example: a conference week
Example with sample names, for November 2026. Dr. Lee requests time off from Friday 20 to Monday 23 November for a conference. Dr. Lee also marks Friday 6 November as must be off. The draft already had Dr. Lee on the Saturday 21 November day shift when the scheduler approved the time off.
| Shift | Beside Dr. Lee's name | Result |
|---|---|---|
| Fri 6 Nov, day 07:00 to 15:00 | must be off | Can be assigned. The request is guidance. |
| Thu 19 Nov, night 23:00 to 07:00 | No request | Can be assigned. The night starts the day before the time off. |
| Sat 21 Nov, day 07:00 to 15:00 | time off | Saving stops until Dr. Lee comes off the shift. |
| Mon 23 Nov, evening 15:00 to 23:00 | time off | Dr. Lee can't be chosen. |
The save message names the shift and the date, such as "Day shift: clinician is on approved time off on Nov 21." If Dr. Lee also needs the Thursday night off, the time off has to start on 19 November.
What it does not do yet
- A must-be-off request does not stop a save. Approved time off is the only request that does.
- A clinician who wants to work a day can't choose which shift.
- There is no cap on how many days one clinician can request.
- Schedulers can't enter or change a request for a clinician, including after the due date.
- Once time off is approved or declined, there is no button to change the decision.
- No email goes out when time off is requested, approved or declined. The scheduler sees the count on the Requests tab. The clinician sees Pending, Approved or Declined.
Try it
Open the demo to see a full sample month for a fictional department. It needs no account. To collect requests, sign in or create an account, add your roster and invite each clinician from the Clinicians tab.
Common questions
- Can I request time off after the due date?
- Yes. The due date closes only that month's day requests. Time off stays open for the scheduler to approve or decline.
- Does a must-be-off request keep me off the schedule?
- No. It shows beside your name while the scheduler assigns shifts. Only approved time off keeps you off the schedule.
- How do I take back a request?
- Tap the day until it clears. After the due date, day requests are locked. You can withdraw time off while it is pending or declined, but not once it is approved.
- Do nurses and APPs use the same requests?
- Yes. Every clinician linked to the roster gets the same Requests tab.
Build your ED schedule with rest checked on every save.
Capillary checks role, overlapping shifts and rest, including shifts at other sites, before anything is published or traded.