Manager guide

Managers sign in from the home page. Employees never do — they are records in the system, not accounts.

Having an account is not the same as having access. A superadmin has to add you as a manager; until then you will see “No manager access”. Passwords, two-factor and account recovery are handled by the sign-in provider, not here.

Every screen is limited to the people you oversee. This is enforced by the server, not by hiding buttons — a request outside your scope cannot be approved even if you have its link.

MOA and echo supervisors can approve and deny for their own positions but cannot add or edit employee records.

1. Pending requests are on your Dashboard, oldest first.
2. Approve deducts the hours immediately — from sick time for sick requests and call-outs, otherwise from PTO.
3. Deny deducts nothing. Add a reason; it is included in the employee’s email.

If a request is larger than the employee’s remaining balance you are told before anything happens, and asked to confirm. Approving anyway is allowed — the shortfall is recorded and shown against the request rather than hidden.

A request can only be approved or denied once. Approved time that has passed becomes Completed automatically overnight.

• Employees lists your staff. Search by name, email or position, and filter by position.
• Adding someone needs a name, work email and position. The team comes from the position. Balances default to 60 hours — eight days at 7.5 hours.
• A mobile number lets that person call out by text. Without one, texts from them cannot be matched.
• Remove deletes an employee only if they have no history. Otherwise they are deactivated, which keeps their records intact. Use Show inactive to find and reactivate them.

Clicking a name opens their detail page: balances, usage statistics, full request history, tardiness records, and Log time off for recording absence on their behalf — the one place partial days can be entered for someone else.

People who are not on the roster can register themselves from the home page. They appear under Registrations.

Approving one creates the employee record. You choose the position — which determines the team — and the starting balance. The team the person selected only routes the request to the right queue; it is not trusted to place them.

The Calendar shows approved and pending time off by month or week, filtered by team and position. Green is approved, yellow pending, red a call-out, purple a Mount Sinai holiday.

There is also a public calendar at /calendar that staff can see without signing in.

Call-outs are approved automatically and deduct sick time straight away, whether they arrive by text or through the form. You are notified rather than asked — the intent is that someone who is ill is not waiting on approval.

They are also classified as sick or FMLA from the wording of the message.

• Managers — invite people by email and role, change roles, deactivate access. Someone shows as Invited until they first sign in. Deactivating takes effect immediately.
• Call-out texts — who receives a text when somebody calls out. “Admin + Clinical” covers those two teams only; scribes and research have their own recipients.

Balances are edited from an employee’s detail page. Negative values are rejected, and approving never takes a balance below zero — it deducts what is there and records the shortfall.

There is no automatic annual reset. Refreshing balances at the start of a year is a manual edit.