Scheduling preferences: shift counts, rest and a weekly grid
Updated October 10, 2026 · 3 min read
In Capillary, each ED clinician saves a minimum, ideal and maximum for shifts per week, shifts in a row, shifts per weekend and nights in a row. They also save the hours off they need after a night and after other shifts. On a weekly grid, they rate each named shift as like, available, dislike or unavailable. Schedulers see them while assigning. They never block a save.
What you can set
Each clinician fills in Detailed preferences at the bottom of their Requests tab. The preferences stay in place from month to month until the clinician changes them.
| Part | What you enter | Limits |
|---|---|---|
| Shift counts | Fewest, Ideal and Most boxes for shifts per week, shifts in a row, shifts per weekend and nights in a row | 0 to 31. A blank box means no limit. |
| Rest you need | Hours off after a night and after other shifts | 0 to 72 hours each |
| Weekly preferences | Each named shift on each weekday rated like, available, dislike or unavailable | Every box starts at available |
| Note | Anything else your scheduler should know | Up to 500 characters |
The Fewest, Ideal and Most boxes have to stay in that order. The form won't save Fewest above Most.
The weekly grid lists the named shifts from the department's recent schedules, for the clinician's own group. A nurse rates nurse shifts. An APP rates APP shifts. Tap a box to move it from available to like, dislike, unavailable and back. Tap a weekday to set every shift that day. Until the department drafts its first schedule, the grid is empty.
Where schedulers see them
- On the Requests tab, each clinician's row has a one-line summary of their counts, rest hours and how many grid boxes they marked unavailable or liked, with their note below.
- In Build schedule, the list of names for each shift shows each person's rating: "likes this shift", "prefers not" or "unavailable this weekday".
- A day request, time off or work at another site on that day shows in place of the rating.
- Shift counts and rest hours show only on the Requests tab.
- Other clinicians can't see anyone's preferences.
What a save checks
Saving checks role, overlapping shifts, approved time off and the department's minimum rest. The overlap and rest checks also include published shifts at another site. Saving and publishing don't check shift counts, personal rest hours or weekly ratings.
A scheduler can still place someone on a shift they rated unavailable. The rating stays beside the name as a reminder. To compare counts, the Workload panel beside the draft shows each person's shifts, nights and weekend shifts for the month.
Worked example: rest after a night
Example with sample names. The department's minimum rest is 11 hours. Dr. Wells saves 3 shifts a week as ideal, at most 2 nights in a row and 24 hours off after a night. On the weekly grid, Tuesday's night shift is unavailable, Saturday's day shift is liked and Sunday's night shift is disliked.
| Shift | Beside Dr. Wells's name | On save |
|---|---|---|
| Tue 10 Nov, night 23:00 to 07:00 | unavailable this weekday | Saves. The rating is guidance. |
| Sat 14 Nov, day 07:00 to 15:00 | likes this shift | Saves. |
| Sun 15 Nov, night 23:00 to 07:00 | prefers not | Saves. |
| Mon 16 Nov, evening 15:00 to 23:00 | No rating | Stops. 8 hours off is under the department's 11. |
| Mon 16 Nov, night 23:00 to 07:00 | No rating | Saves. 16 hours off meets the department's 11, short of the 24 Dr. Wells asked for. |
For rest, only the department's 11 hours can stop a save.
What it does not do yet
- It does not build or balance the month from preferences. The scheduler chooses each assignment.
- Weekly ratings follow the shift's name. If the scheduler renames a shift, ratings for the old name stop showing.
- You can't set different preferences for a single month.
Try it
The demo shows a full sample month for a fictional department. It needs no account. Clinicians save preferences after joining their department from the scheduler's invitation. Schedulers can sign in or create an account to set up their department.
Common questions
- Will my scheduler see my preferences?
- Yes. Schedulers see them on the Requests tab and as ratings beside your name while they assign. Other clinicians can't see them.
- Can I check my own schedule against my preferences?
- Yes. In Analytics, a private Preferences page uses the same form, with day, evening and night instead of named shifts. Analytics then shows the share of your shifts that fell on times you like or are available. It also counts how often your weeks, weekends, shifts in a row and rest gaps fell outside your limits.
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.