Where to find your schedule in Epic

Your call schedule in Epic lives in the Schedule section, which you reach from the main menu after you log in. The exact path depends on whether your organization uses Epic's staff scheduling module or a separate scheduling system that connects to Epic, but the most common route is: click your name or profile icon in the top right, then look for "Schedule" or "My Schedule" in the dropdown menu.

If that menu does not show a Schedule option, your organization may use a different scheduling tool entirely — some hospitals use Kronos, Workforce, or their own custom system alongside Epic. Ask your manager or check your onboarding materials to confirm which system your workplace uses. If it is a separate tool, you will log in there instead of looking inside Epic.

Once you are in the Schedule section, you will see a calendar view showing your shifts, on-call blocks, and any time off you have requested. The display usually defaults to the current month, but you can navigate forward and backward to see future weeks or look back at past assignments.

Key Takeaways

  • Your call schedule in Epic is found by clicking your profile icon and selecting Schedule or My Schedule from the dropdown menu.
  • Some organizations use a separate scheduling system like Kronos or Workforce instead of Epic's built-in scheduler, so confirm which tool your workplace uses.
  • The schedule view shows shifts, on-call blocks, and time-off requests in a calendar format that you can navigate by month.
  • If you cannot find your schedule after logging in, contact your manager or IT department — they can tell you the correct system and walk you through access.

Reading the calendar view

Once you open your schedule, each day appears as a box on the calendar. Days you are scheduled to work show your shift times — for example, "7a–7p" for a day shift or "7p–7a" for a night shift. On-call shifts often appear in a different color or with a label like "On Call" so you can tell them apart from regular shifts at a glance.

Days you have requested off or that are marked as vacation appear blank or with a label indicating the time-off type. If you hover your mouse over any shift or day, a small popup usually shows more detail: your exact start and end time, the department or unit you are assigned to, and sometimes the supervising provider or team lead for that shift.

The calendar also shows holidays and facility-wide closures, which appear differently from your personal schedule. These help you understand when the facility is closed or operating on a reduced schedule, which affects whether your regular shift will occur.

Checking future weeks and months

Most Epic schedule views show one month at a time by default. To see further ahead, use the navigation arrows at the top of the calendar — usually labeled with left and right arrows or month names. Click the right arrow to move forward one month, or click the left arrow to go back.

Some organizations publish schedules several months in advance, while others release them two to four weeks out. Check with your manager or your department's scheduling coordinator to understand your facility's timeline. If you do not see shifts scheduled for the dates you expect, it may straightforward mean the schedule has not been published yet.

If you need to see your schedule in a different format — such as a list view instead of a calendar, or a view that shows multiple weeks side by side — look for a "View" button or dropdown menu near the top of the Schedule section. Not all Epic implementations offer these options, but many do.

What to do if your schedule looks wrong

If you see a shift you do not remember being assigned to, or if a shift you requested off still appears on the calendar, do not assume it is a mistake in the system. First, check your email for any recent schedule change notifications — your manager or scheduling coordinator may have sent an update that you missed.

If the schedule still does not match what you expect, contact your manager or the person who creates the schedule for your department. They can confirm whether the shift is correct, whether a request was processed, or whether there is a genuine error that needs to be fixed. Do not swap shifts or make changes directly in Epic without approval from your manager, as this can create conflicts with staffing plans.

If you cannot access the Schedule section at all, or if it shows an error message, contact your IT department or help desk. They can check whether your user account has the correct permissions to view scheduling information.

Understanding on-call and shift types

Epic can display different types of work assignments, and each one means something different for your availability and pay. A regular shift shows specific hours you are expected to be present — for example, 7 a.m. to 7 p.m. An on-call shift means you are available to come in if needed but are not scheduled to work unless you are called.

Some schedules also show "standby" shifts, which are similar to on-call but may have different pay or notification rules depending on your organization's policy. The color or label Epic uses for each type helps you spot them quickly, but if you are unsure what a particular shift label means, ask your manager or check your employee handbook.

Pay and benefits rules differ between shift types, so understanding which shifts you are assigned to matters for your paycheck and scheduling flexibility. If you see a shift type you do not recognize, ask your manager what it means and how it affects your schedule.

Requesting time off through Epic

Many organizations let you request time off directly in Epic's Schedule section. Look for a button labeled "Request Time Off," "New Request," or "Time Off Request" — the exact wording varies by organization. Click it, select the dates you need off, choose the type of time off (vacation, sick, personal, etc.), and submit the request.

Your manager or scheduling coordinator will then review the request and either approve it or deny it based on staffing needs. The status of your request appears in the Schedule section — usually as "Pending," "Approved," or "Denied." Do not assume a request is approved until you see that status in the system.

If your organization does not allow time-off requests through Epic, you will need to submit them through a separate system or by email to your manager. Your onboarding materials or employee handbook should explain which method your workplace uses.

Frequently Asked Questions

Can I see my schedule on my phone or outside the hospital network?

Many organizations offer Epic's mobile app or a web-based version that works on any device with internet access. Check with your IT department or manager about whether your facility supports mobile access. If it does, you will need to read the app or log in through a web portal using your regular Epic credentials.

What if I see a shift I did not agree to work?

Contact your manager when ready — do not assume the system made an error or that you can ignore it. Your manager can explain whether the shift was assigned as part of a staffing adjustment, whether someone else was supposed to cover it, or whether there is a genuine mistake. Addressing it early prevents conflicts closer to the shift date.

How far in advance does my organization usually post the schedule?

This varies widely — some facilities post schedules two weeks out, others post a month or more in advance. Ask your manager or scheduling coordinator when your facility typically releases schedules. Knowing this helps you plan time off and understand when to check for updates.

Can I swap shifts with a coworker through Epic?

Some Epic implementations allow shift swaps through the system, but many require you to arrange swaps with your coworker and then have a manager approve the change. Check your facility's policy or ask your manager how shift swaps are handled. Never assume a swap is complete until your manager confirms it in writing.

What does it mean if a shift shows a different color than my other shifts?

Different colors usually indicate different shift types — for example, day shifts in one color, night shifts in another, and on-call in a third. Hover over the shift or check your facility's schedule legend to understand what each color means. Your manager can also explain the color system if you are unsure.