What it does
The Work Hours page is where you record the time you work: date, start and end time, break minutes, work type, and optional notes. Entries start as drafts you can edit or delete, and lock once you submit them for review or an administrator finalizes them.
Who it's for
Learners (residents, students, trainees) logging their own hours in the personal portal.
How it works
Log an entry. The Log this shift button (in the header, or pinned at the bottom of the screen on a phone) opens the Log work hours sheet: date, start and end time, break minutes, work type, notes. If you're assigned a rotation that day, the sheet confirms its typical hours rather than asking you to pick one. New entries are drafts — edit or delete them until they're locked.
Today's hours. When you have an unlogged assignment today, a Today card above the list shows the rotation, its hours, and Confirm these hours / Adjust times — both open the same sheet, pre-filled from your actual scheduled shift if you have one, otherwise the rotation's typical hours (or 7:00a–5:00p as a last-resort fallback, which the card does not label "typical").
Week story. On All Hours and This Week, a week story sits under Today: a Monday–Sunday strip of days you've logged, your hours against the 80-hour weekly reference, and hours remaining shown in both text and color. It's a completeness picture, not a leaderboard, and it's hidden on the Violations tab.
Shortcuts. Above the entry list: Just ended opens the sheet with the end time set to now and the start time from typical hours (it doesn't save until you confirm), one-click templates built from your recent patterns and your program's work types, a suggestion banner proposing an entry for today, and — when your schedule has unlogged shifts — a draft card that pre-fills entries for you to confirm or adjust.
If a rule flags your entry. If saving would trigger a duty-hour rule, the sheet shows This will need a note, and the save button becomes Save with note — it stays disabled until you type a note. You cannot save flagged hours without one.
After a shift ends. You may get an in-app or push notification prompting you to log the shift that just ended; opening it takes you to Work Hours. This is a separate prompt from the period-submission reminder, and it doesn't notify coordinators.
Tabs and filters. All Hours, This Week, and Violations tabs. Search, filters, CSV export, and the table stay on the hours tabs; the compact academic period switcher in the page header narrows the list by term (it's hidden on the Violations tab). Filter by lock status and date range, sort any column, and page through results. A status strip shows entries in view, pending-approval and locked counts, and open violations for your program — its violations count opens the Violations tab.
Submitting and exporting. When your program uses logging periods, the status strip's Submit period for review button locks every draft entry in the current period in one action. Download CSV exports your currently filtered entries at any time.
Violations. Open items (not excused, not yet justified) live on the Violations tab, headed Needs your note; the tab's count matches the status strip. Each card has an Add a note action so you can send a justification without leaving the page. Notification links about a work-hour issue open this tab and can scroll straight to the flagged card.
Attestation and locking. A supervisor-reviewed entry shows a Supervisor attestation section with their name, verification date, and any comment. Locked entries open read-only, labeled This entry is locked.
Before you start
You need an active program affiliation — without one, the page tells you to contact your coordinator and Log this shift is unavailable.
Confirm the work type you need exists; your program admin manages the list under Program types.
Do this
Open the Work Hours page (
/work-hours) → you should see the All Hours, This Week, and Violations tabs. If you're assigned today, you should also see the Today card with Confirm these hours.Select Log this shift (header, or pinned at the bottom on a phone) — or Confirm these hours on the Today card → the Log work hours sheet opens, pre-filled with the assigned rotation's hours if you have one.
In the sheet, enter the Date, Start time, and End time → if the shift runs past midnight, set the End day field to Next day (+1) or +2 days.
Select a Work type from the dropdown, enter Break (minutes), and add optional Notes → confirm the details match your shift. If a rule flags the hours, you'll see This will need a note — the save button stays disabled until you add one.
Select Save (or Save with note) in the sheet → the sheet closes and the new entry shows on the list as a draft.
You're done when
✓ Your new entry appears on the All Hours list with today's work type and duration, and the week story beads reflect it.
✓ The entry shows as a draft — you can still select it to edit or delete it.
✓ The status strip's entry-in-view count increases by one, and — if the hours were flagged — the Violations tab count matches too.
Boundaries and limits
You can only see and manage your own entries; queries are scoped to your account.
Locked entries cannot be edited or deleted. Only an administrator can unlock them.
Entries explicitly rejected by a reviewer are not re-locked when you submit a period again; they need attention individually.
Logging requires a program affiliation. Without one, the entry action is unavailable.
The CSV export contains only the entries matching your current filters, with date, times, duration, type, notes, and status.
Schedule-draft prefills and smart suggestions are proposals only — nothing is logged until you confirm.
The shift-end prompt is separate from the period-submission reminder and does not go to coordinators.
Common questions
Q: Why can't I edit one of my entries? A: It is locked — either you submitted it for review or an administrator finalized it. Ask your program administrator to unlock it if a correction is needed.
Q: What's the fastest way to log a routine shift? A: If Today shows your assignment, select Confirm these hours. On a phone, Log this shift stays pinned at the bottom. One-click templates above the list still copy a recent pattern.
Q: Why does the sheet say "typical" hours? A: Logging confirms the rotation you're already assigned. Coordinators set typical start and end times on the rotation, and a real scheduled shift for that day is used first if you have one. 7:00a–5:00p is only a last-resort fallback when no typical hours exist, and it isn't labeled "typical."
Q: Why can't I save after a warning? A: When a rule flags your hours, a note is required — Save with note stays disabled until you add one. That note is how your program reviews the shift.
Q: What does "submit for review" do? A: It locks every draft entry that overlaps the current logging period and marks them as awaiting administrator review. Locked entries can no longer be changed by you.
Q: Can I log hours for a past week? A: Yes. The entry dialog accepts any date, and you can filter or switch to the All Hours tab to see older entries.
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