What it does

Change requests give participants a formal channel for schedule adjustments — swaps, site changes, assignment changes, shift changes, cancellations, coverage, and other modifications — instead of emailing coordinators. Each request moves through a reviewed workflow with a recorded decision.

Time off is not a schedule change request. Requesting leave from the schedule UI opens the Benefits time-off form so balance, approval, and history stay in Benefits. See benefits-time-off-requests.

Who it's for

Learners and other schedule participants who submit requests from their personal schedule, and program administrators and coordinators who review and decide them from the Schedules area.

How it works

Submitting. A participant opens the request form from their schedule, picks a type (swap, site, assignment, and so on), the assignment or shift, the dates, and a reason. Swap requests name the person to swap with. Submitted requests start as pending. Choosing Time off opens Benefits instead.

Reviewing. Reviewers work from a requests panel listing pending and past requests, filterable by status, type, requester, date range, and free-text search. Opening a request shows full details; the reviewer approves or denies it and can add review notes. Requesters can edit or cancel a pending request and watch its status from their own list, which also shows swaps where they're the named partner.

Before you start

You need an unconfirmed, future assignment to request a change on — confirmed and past assignments cannot be requested from the personal schedule.
For a swap, know who you want to swap with — they must accept before a reviewer can approve it.
Reviewing requests needs schedule management access for the program or schedule concerned.

Do this

From your personal schedule (/my-schedule), open the request form for an eligible assignment → the Request Type field and its options appear.
In the Request Type field, choose a type — for example Swap with Colleague, Site Change, or Coverage — not Time Off → confirm Time Off opens the Benefits request dialog instead.
On the same page (/my-schedule), for a swap, name the person to swap with; for other types, set the dates and add a reason → confirm the Reason field is filled in.
On the same page, select Submit Request → confirm the request appears with Pending status.
To check on it later, open the Requests tab on /my-schedule → you should see the request's current status, or a status chip if action is needed.

You're done when

Your request shows on your list with Pending, Approved, or Denied status.
An approved swap shows the assignments exchanged on your schedule.
A cancelled or edited request only changes while it is still Pending — a reviewed request is locked.

Boundaries and limits

A request can only be edited or cancelled while it is pending; once reviewed it is locked with the decision and notes.
Approving a request applies the change to the live schedule automatically — swaps exchange assignments, cancellations cancel the linked assignment, and site or rotation changes update directly. Coverage and modification requests record the decision only; those edits happen in the grid.
Time off is submitted and approved in Benefits. When leave is approved, the program setting either flags overlapping assignments for review or auto-cancels them.
A swap cannot be approved until the named partner has accepted it; the approval is rejected until then.
Requests can carry an expiry date and are displayed as expired past it.
From the personal schedule, a change can be requested only for assignments that are not yet confirmed and not already in the past.
Statuses are pending, approved, denied, and cancelled; there is no partial approval of a single request.
Reviewing requires schedule management access for the program or schedule concerned.

Common questions

Q: Does approving a swap automatically rearrange the schedule? A: Yes. Once the partner accepts, approving exchanges the assignments on the live schedule immediately — no separate grid edit needed.

Q: Where do I request time off? A: From Benefits, or the Time off action on your schedule — both create a Benefits leave request. Schedule change requests are for roster edits such as swaps and site changes.

Q: Why can't I request a change on one of my rotations? A: Confirmed assignments and past assignments are not requestable from the personal schedule. Contact your coordinator directly for those.

Q: Who sees my request reason? A: The reviewing schedulers for your program. The reason and any review notes stay on the request record.

Schedule Change Requests