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You must change your password and add your email address before you can submit any leave or call requests. Go to Account Settings to complete setup.

Request Time Off

Select dates to request vacation or days off.

Show:

Selected / Pending Approved Vacation Approved Personal Approved Prof. Leave Approved Unpaid Leave On Call (Weekend) On Call (Wknight)

Click dates to select vacation (7-day blocks: Mon"Sun or Sat"Fri).

Selected:

Click dates to select professional leave days (any days, max 10/academic year). Enter a label for each contiguous block.

Selected:

Click dates to select unpaid leave days. A justification comment is required. Requires admin approval.

Selected:

Click a date to mark as your Personal Day (1 per year).

Selected:

Research Week: exactly 7 contiguous days starting Monday or Saturday. One use per academic year. Does not exempt from weeknight call. If a mandatory event falls on a research week day, you will be notified but attendance is still required.

Selected:

Select your call type, then click a Saturday to request that weekend call slot. You may request at most per month and total per year.

CF = Craniofacial weekend (South slot is a CF shift). Your equity quota counts CF South, North, and Regular South separately.

Now click a Saturday on the calendar to request call. Click again to remove.

Select North or South above first.

Show:

Approved Vacation Pending Vacation Personal Day Research Week Day Off

Key: North (wknd) South (wknd) South Call (wknight) CF weekend Your assignments are outlined.
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No call assignments have been deployed yet.

Select a slot type, then click a Saturday to request it. One weekend per month maximum. Slots are first-come, first-served.

Click a Saturday to request
North (available) North (taken) South (available) South (taken) Your request CF Craniofacial weekend

Required call selection progress

North: "
CF South: "
Regular South: "
Max/month:
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My Submitted Call Requests

Conflict Resolution

When a chief resident or the program director requests an explanation regarding a scheduling conflict involving your vacation request, it will appear here. Please respond with your reasoning.

No conflict resolution requests at this time.

Request a Call Switch

Select one or more of your scheduled call shifts to offer, choose the resident you want to switch with, then submit. They will be notified to respond with their own shifts.

No upcoming assigned call shifts found.

Incoming Switch Requests

Select which of your own shifts you are willing to offer in return (you can offer zero or more), then click Respond.

My Switch History

No switch requests yet.
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Legend: On service Vacation (approved) Vacation (pending) Personal Day Prof Leave Unpaid Leave Research Wk Day Off Call Mandatory CF Call
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Show:
Legend: On service Absent Post-call Vacation Call Chief Event Extra Person

Extra People on Service

My Submitted Requests
Date(s) Type Status Action
Call Scheduling: Vacation, professional leave, and personal days are always open.

Research Call Withdrawal Settings

R3-Research Call Requests (manage submitted weekend call requests)

Required quotas are configured in the Settings tab. Click Edit to change date or call type, or Delete to remove a request.

Manage Residents

Name Role (PGY) Username Rotations Call Pool Actions

Show:
Resident
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Legend: On service Vacation (approved) Vacation (pending) Personal Day Prof Leave Unpaid Leave Research Wk Day Off Call Mandatory CF Call

Send Message to Resident

Pending Action Required

Review vacation overlaps, rule violations, and auto-approve clean requests.

Status Resident Date Type Reason Flag Actions
No pending requests right now.

Pending Call Switches

Active Conflicts

Requests here are hidden from the Inbox until resolved or deleted.
No active conflicts.

Base Schedule Events

Manage Craniofacial Call dates and Mandatory Events (Vacation Blackouts).

Date Type Target Roles Name Action
No base schedule events found.

Craniofacial Call " 6-Week Pattern Generator

Select which days within the 6-week repeating cycle have CF Call, enter the cycle start date, and generate all entries automatically.

Week

Weekend Call Schedule

Saturdays only " North + South

Typically generated once per academic year (July " June). Assigns residents from the Junior call pool to North and South slots based on their call requests and equity rules.

Date North South

Weeknight Call Schedule

Sun"Fri " South Call only

Typically generated per rotation block or month. Requires an existing Weekend schedule for the same range. Assigns Junior residents to South Call based on equity and requests.

Date Night Float (North) South Call

R3-Research Call Requirements (applies to all research residents)

North + CF South + Regular South must account for total expected weekends. Max/month limits how many weekends per calendar month.

Total: weekends/year Saved "

Email Notifications

Configure SMTP to send notification emails to residents and the admin account.

Admin Notifications

Saved!

Database Backups

Automatic daily backups, kept for 7 days. You can also create a manual backup or restore from any saved backup.

Created File Size Action
No backups found.

Export

Export the full database for backup or transfer, or download a calendar view as an Excel workbook.

Database Export / Import

The exported .db file contains all residents, rotations, requests, schedules, and settings. Upload it to another instance to fully restore this database.

Download Database (.db)

Calendar Export (Excel)

Generates a month-by-month calendar workbook showing rotations, leave, call assignments, and base events for all residents.

Leave Utilization Reports

View and download leave usage per resident, broken down by rotation site or by individual service block.

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No leave data found.
Resident Role Site Total Approved Pending Vacation Personal Prof. Leave Unpaid Research Wk
Resident Role Site Block Start Block End Total Approved Pending Vacation Personal Prof. Leave Unpaid Research Wk
One row per resident - site " aggregates all blocks at that site. One row per resident - rotation block " includes blocks with zero leave (shown faded).

Danger Zone

Permanently delete all scheduling data (requests, rotations, schedules, base schedule events, and notifications). Resident accounts and system settings are preserved.

"Clear Call Assignments" removes deployed call calendar entries only " saved schedule drafts are kept. "Delete All Leave Requests" removes all approved and pending vacation, personal day, professional leave, and unpaid leave without touching call data or rotations.

Vacation Committee

Add email addresses of vacation committee members. They will receive all admin notification emails alongside the primary admin address.

No committee members added.
Saved!

Residency Directors

Director accounts have read-only portal access to the global calendar and reports.

No director accounts yet.
Name Username Email

Saved Schedule Drafts

Preview, deploy, or delete named schedule drafts generated from the Run Algorithm tab.

No saved drafts. Generate a schedule and click "Save as Draft".

Unknown recurring names — please provide full names (created as placeholders):

Pending Schedule Uploads

Key: North (wknd) South (wknd) South Call (wknight) N R / S R = research-selected CF weekend NF = Night Float SR = Senior Call ... Major Holiday - Minor Holiday Click any cell to assign/reassign.
Holiday Call Upload:
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Pending Call Changes

Equity spread: ' After changes:
Resident Current After

Call Tallies

Deployed call counts per resident for the academic year. Shifts taken while on Night Float are excluded.

most in column fewest in column

Manual tally adjustment is unlocked. The −/+ buttons write a permanent offset for this academic year. They stay hidden until the settings panel is unlocked again after a reload.
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Resident Leave Status Report

Approved and pending days per leave type for the current academic year.

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No data.
Resident Role Vacation
max 28		 Personal Day
max 1/cal yr		 Prof. Leave
max 10		 Unpaid Leave
no limit		 Req'd Off
no limit		 Research Call
target

Resident Feedback & Feature Requests

Feedback submitted by residents, newest first.

No feedback submitted yet.

Show:

Key: North (wknd) South (wknd) South Call (wknight) CF weekend
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No call assignments deployed yet.

Reports

Download summary reports for administrative review.

Leave by Site
Color-coded timeline showing leave distribution across all sites " UWMC (UWHN, UWLR, OTOL, LPR), HMC, VA, and SCH " by resident.
PDF . Available
Defaults to current academic year
Vacation Summary
All approved vacation and leave by resident for the academic year.
PDF . Coming Soon
Call Schedule Export
Full call schedule with resident assignments, downloadable as spreadsheet.
Excel . Coming Soon
Call Equity Report
Weekend and weeknight call counts per resident with equity metrics.
PDF . Coming Soon
Leave Utilization
Professional leave, personal days, and unpaid leave by resident.
PDF . Coming Soon

Show:
Call Schedule Excel: Uploads are staged as pending until an admin approves.

Unknown recurring names — provide full names:

Weeknight Call Schedule

Sun"Fri " South Call only

Requires an existing Weekend schedule for the same range. Assigns Junior residents to South Call based on equity and requests.

Key: South Call North South ... Holiday Click any shift to reassign.
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No call assignments deployed yet. Generate a schedule above.

Pending Call Changes

Equity spread: ' After changes:
Resident Current After

•

Current:

Loading options
This slot was requested by a research resident. You can override it with any eligible resident below.

Research Residents

Cost = change in equity spread (lower is better). Selection adds to cart " deploy when ready.

Annotate Resident

•

Controls which services appear in the Service Chief tab.

Call quotas (North/CF/South/monthly) are set globally in the Call Requirements section above.

No rotations assigned.

Add Rotation

Reject Request

Optionally include a reason for the rejection. It will be sent to the resident in their notification.

Delegate to Chief Resident

Optionally include a note for the reviewing chief (e.g. context about the conflict, your recommendation, or any additional instructions).

Notification Settings

Saved!

Force Assign "

Settings Access

Enter the settings password to continue.

Change Password

Delegation Recommendation Required

This delegation involves overlapping vacation requests. As the reviewing chief, please provide your advisory recommendation for the admin (e.g. who to approve, who to reject, or approve both).

Are you sure you want to withdraw this request? This cannot be undone.

— ()

This request has already been approved. You cannot self-withdraw it. You can send a message to the admin requesting it be removed " they will have final say.

—

Request Call Withdrawal

This weekend call has been approved. Because admin approval is required for withdrawals, you must send a message explaining why you need to withdraw it. The admin will have final say.

Conflicts Detected

Your request overlaps with the following conflicts. It is unlikely to be approved without justification. You may provide an explanation below before submitting.

How Conflict Resolution Works

For residents responding to a conflict inquiry

When your vacation request overlaps with another resident's request, the admin may open a Conflict Resolution case to investigate before making a final decision. You may be asked to explain your reasoning.

1

Read the conflict description carefully.

It will explain what the overlap is and who else is involved.

2

Enter your explanation in the text field.

Explain why you need time off during that period, any flexibility you have, or important context the admin should know. Be specific " a clear response improves your chance of approval.

3

Click "Submit Explanation."

Your response is sent to the admin (and optionally to the chief resident reviewing the case). You can only respond once.

4

Wait for a final decision.

The admin reviews all explanations and approves or rejects each request individually. You'll receive a notification when a decision is made.

Note: Your explanation is advisory " the admin has final say. Submitting an explanation does not guarantee approval, but it helps the admin make a fair, informed decision.

Admin: Conflict Resolution Workflow

How to manage overlapping vacation requests

When multiple residents request vacation on overlapping dates, the conflict is moved here and hidden from the Inbox until you resolve or delete it. This lets you investigate before making a decision.

1

Expand a conflict to see all involved requests.

Click a conflict group to view which residents are involved, their request dates, and any conflict flags.

2

Optionally delegate to a chief resident first.

From the Inbox, use the "Delegate to Chief" button to send the case to the senior resident at the affected site. They will review and provide a recommendation before you decide.

3

Request written explanations from residents.

Use "+ Request Explanation" to ask each resident to explain why they need those dates. Residents respond in their Conflict Resolution tab " responses appear here automatically.

4

Approve or reject each request individually.

Use the Approve / Reject buttons next to each request. You can approve some and reject others.

5

Delete the conflict when done.

Click "Delete Conflict (return to inbox)" to close the case. Any remaining unresolved requests return to the main Inbox.

Tip: Conflicts are created automatically when two pending requests overlap based on the scheduling rules. A request may appear in multiple conflicts if it overlaps with several different residents.

You've been assigned a delegation

As chief resident, your review is needed before the admin decides

When two residents request vacation on overlapping dates at your site, the admin may delegate the case to you for an advisory review. You are the most senior resident at the affected site, so the program relies on your knowledge of the service needs.

1

Open the notification bell and find the delegation.

The notification will name the residents involved and may include a note from the admin.

2

Optionally request written explanations.

Tap "Request Explanations" to ask each overlapping resident to justify their request. They respond in their own Conflict Resolution tab. Their responses will appear in your notification once submitted.

3

Write your recommendation in the text box.

Explain who you think should be approved, who should be rejected, and why. Consider service coverage, prior leave, and any context you know. Be specific " the admin will read this before deciding.

4

Click "Forward to Admin."

Your recommendation is sent back to the admin who will make the final decision. The delegation closes from your notification list.

Important: Your recommendation is advisory only " the admin has final say. The "Forward to Admin" button is disabled until you write a recommendation. This message will only appear once.

Edit Request

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Conflicting Requests

This flag is informational " no specific conflicting residents to show. No relevant requests found on the flagged date(s).

Conflict Group

Requests involved in this conflict across residents:

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No other residents' requests overlap this date range.

Request Explanations

Select residents to ask for an explanation and provide the context for your request.

Submit Feedback / Feature Request

Share a feature request, bug report, or general feedback with the developers.