Visit coveredscheduling.com, click "Start free trial", pick a plan (30-day free trial, cancel anytime), and create your login. Then complete the group setup wizard, or skip it: done-for-you setup is included with every paid plan and the trial counts.
A short onboarding flow that captures your group name, admin PIN, shift configuration (times, sites, custom shift types), role targets, and whether you schedule APPs. There are ED, APP-only and residency versions. You can edit any of it later from Settings, and co-admins can be added so you are not the only one who can run the schedule.
Yes. Click "Try the demo" on the marketing page. Demo mode loads a sample group with synthetic providers and is fully interactive. Your demo data is stored only in your browser session — close the tab and it's gone.
The generator runs deterministic passes (greedy with scoring) for each shift type, honoring your providers' role targets, blackouts, requests, and preferences. It enforces hard limits you can see and change under Settings → Safety limits (days in a row overall and by shift type, days off after a run, recovery after a 24-hour shift, no night before a requested day off) and scores soft preferences (preferred day / evening / night mix, weekend balance, deficit catch-up, even spread). Groups that plan by the quarter generate the whole period in one run. Review the draft, tap the ? beside any count to see why it landed there, edit any cell by hand, then publish.
Publish lives in the Calendar toolbar (next to Generate). The schedule moves from "draft" to "published." Providers see their shifts on My Schedule, the team grid shows everyone's assignments, and emails go out to each provider with their assignments (this can take a minute or two). Once published, every change you make triggers a per-provider diff email so providers know exactly what changed.
Use Undo in the Calendar toolbar right after a generation, or simply Generate again: locked cells and anything you placed by hand are kept. For granular cleanup, tap any cell and assign, lock, hold open, or set it OPEN for pickup.
Yes. Set a scheduling period (for example a quarter) under Settings and every month in it shares one availability deadline; Generate then builds the whole period in a single equitable run, so a light month and a heavy month even out. Trades can also cross months and targets net out automatically.
Open the Availability tab. Tap a day to block it, or open the day and block only certain shifts. ★ Want asks for a day or a specific shift. You only see shifts at the sites you work. You can also say you are available for extra shifts and how many, or request a different shift total for the month, and leave a note for the scheduler. Every tap saves on its own; the deadline is shown at the top. Some groups cap how many people can be off on a given day or limit requests in busy weeks, and the screen tells you when you hit one.
The My Schedule tab. Add to Calendar (in the month header) subscribes your phone calendar, which stays in sync through trades and pickups. Export PDF is next to it. A shift marked OPEN · tap to pick up can be claimed right there.
A blackout on the Availability tab is for a single month. A recurring blackout (Settings → Recurring Days Off) repeats every week (e.g., "every Wednesday off" or "AM only on didactic Mondays"). An out-of-town vacation block (Settings → Out of Town) covers a multi-day range as hard-unavailable.
From My Schedule, tap Trade on the shift you want to give up. The picker starts with who could take it: same-day swaps first, then people who asked to work that day, then anyone free. Tap a person to see only their shifts; a clean option has nothing next to it, a caution sign means a conflict or a short turnaround, with the reason written out. Pick the shift you want back, add a note if you like, and post it. They accept or decline from their Trades tab, and depending on your group's setting the swap commits immediately or waits for admin approval. Trades can cross months.
Shifts the admin left open plus shifts colleagues have given away or offered for trade. Claim with one tap, or pick up straight from the OPEN cell on My Schedule. Rest rules and double-bookings are checked before you can claim; a day you asked off shows a heads-up but does not stop you. Need someone to cover one of yours? Use Find cover on the Team board and tap the person.
A trade is a swap with one person. Offer puts a shift in front of the whole group: give it away outright, or offer it for trade and let colleagues propose what they would swap for it; you pick. Both appear on everyone's Open tab and follow your group's approval setting.
The reason is written next to it: a rest rule (days in a row, recovery after a night or a 24-hour shift), a double-booking, or a short turnaround. Rest rules are hard stops; a short turnaround is a heads-up you can accept. Requests never block a trade.
Your group sets it. The Availability tab shows your current "X / Y days blocked" count and warns if you go over. Groups can also cap how many people are off on one day and limit requests in busy weeks; the screen tells you when a day is full.
Use vacation blocks (Settings → Out of Town) for multi-day spans where you're truly unavailable (out of town, sabbatical). They render as blocked across the Availability and Team views immediately. Use day-by-day blackouts on the Availability tab for one-off days you can't work.
On the Roster card, each provider has a "Home site" + optional "Available sites" list. Home site is where they primarily work; available sites are additional sites they can cover. The generator preferentially keeps providers at home sites but can cross-site them when needed.
Yes. Settings → APP card → "APP count by site (optional)" — set a per-site override. Leave blank to inherit the global setting.
A purpose-built variant of CoverED for Emergency Medicine residency programs. Includes ACGME duty-hour validation, per-PGY shift caps, didactic-block carve-outs, PTO request flow, holiday tally, and resident-only Off Service support. Self-serve at $49/mo (or $42/mo paid annually) for up to 50 residents, or bundled with an ED plan at $30/mo; 30-day free trial. See /residency.
Every plan starts with a 30-day free trial, cancel anytime. Pay monthly or once a year. Done-for-you setup is included with every paid plan. Paying another vendor today? Send us the bill at /cut-my-bill and pay half, locked for 12 months.
Settings → Billing → "Manage subscription." This opens the Stripe Billing Portal where you can update your card, download invoices, change plan, or cancel.
Stripe Billing Portal → Cancel. You keep access through the end of your current billing period. See the full Refund & Subscription Policy for details on prorated refunds and cancellation windows.
Yes. Upgrades take effect immediately and are prorated. Downgrades take effect at your next renewal (we don't prorate downgrades back into the current cycle).
Email jake@coveredscheduling.com with subject "Delete Account" from the address on your account. Deletion completes within 30 days. See the Privacy Policy for retention specifics.
Yes. Export PDF (a one-page month, with shift times) is in the Calendar header for admins and members. Reports → Billing / Payroll export gives per-provider counts, nights, weekends and bonus thresholds as a CSV. Settings → "Export data" downloads your roster + schedule history as JSON. Admins can also share a read-only calendar link with people outside the group, such as a nurse manager or GME coordinator.
No. CoverED is a workforce-scheduling tool. We do not collect, process, or store Protected Health Information (PHI). Do not enter patient names or identifiers into the platform. See Privacy Policy §12 for the explicit no-PHI carve-out.
Check your spam folder. Whitelist @coveredscheduling.com. If the issue persists, email us — there may be a deliverability issue with your specific mail provider that we can investigate.
On the sign-in screen, click "Forgot password" and enter your email. You'll receive a reset link within a minute, plus an 8-digit code to type in if your mail client breaks the link. If nothing arrives, check spam first, then email us.
The generator needs enough providers to cover the requirements. Check Roster: do you have at least the minimum role counts? Check Availability: are too many providers blocked? The generator also enforces the rest rules under Settings → Safety limits — if your roster is very small, you'll see open cells and a capacity note on Generate. Tap the ? beside any provider's count to see why they landed short, assign by hand, leave the cell open for pickup, or relax a rule.
This shouldn't happen — tenant isolation is enforced at the database level (Row-Level Security). If you see anything that looks like another group's data, stop and email us immediately at jake@coveredscheduling.com with "URGENT — Cross-Tenant Data" in the subject.
Email jake@coveredscheduling.com. Include:
We typically respond within one business day. For urgent issues (group can't access schedule before deadline), put "URGENT" in the subject and we'll prioritize.