EquaSched
Help & Documentation

How EquaSched Works

Everything you need to go from sign-up to a published schedule for your clinic.

1. Get Started

EquaSched gives you a 7-day free trial with full access — no credit card required at sign-up.

  1. 1.Go to equasched.com/signup and create your account with a work email.
  2. 2.Confirm your email — check your inbox for a verification link.
  3. 3.Complete the short onboarding: enter your clinic name and time zone.
  4. 4.You land on your Dashboard — the home screen for all your schedules.

Trial accounts are limited to 10 staff members. Upgrade any time from the Billing page to remove this limit.

2. Add Your Staff

Go to Dashboard → Staff. You can add people one at a time or import the whole team at once via CSV.

Option A — Add manually

  1. 1. Click Add Staff Member.
  2. 2. Enter name, email, and role (MD, RN, NP, LPN, or Tech).
  3. 3. Click Save.

Option B — Import via CSV

  1. 1. Click Import CSV and download the sample file.
  2. 2. Fill in the columns: name, email, role.
  3. 3. Upload your file — all rows are added at once.

Supported roles: MD, RN, NP, LPN, Tech. Roles are case-sensitive — use uppercase. The scheduler uses roles to make sure every shift has the right coverage (e.g. at least 1 MD per shift).

3. Configure Shifts

Go to Dashboard → Shifts. Shift types define the hours and staffing rules for each slot in your schedule.

  1. 1.Click Add Shift Type.
  2. 2.Set the name (e.g. Morning, Evening), start time, end time, and how many staff are needed.
  3. 3.Optionally set minimum required MDs and RNs per shift — the scheduler will enforce this every day.
  4. 4.Save. Repeat for each shift type your clinic uses.

Most urgent care clinics run 2 shift types: Morning (08:00–16:00) and Evening (14:00–22:00). You can add as many as you need.

4. Generate a Schedule

Go to Dashboard → Schedules and click Generate Schedule.

  1. 1.Pick the start and end date for your schedule (usually 1 month).
  2. 2.Click Generate. The engine runs in about 10–30 seconds.
  3. 3.The result appears with a Fairness Score — how evenly shifts are distributed across your team.

What is the Fairness Score?

It measures how evenly total shifts, night shifts, and weekend shifts are spread across all staff members. A score of 95% or above is considered excellent. The scheduler automatically minimizes unfairness — you do not need to tune anything.

The scheduler respects FLSA rules automatically: no more than 40 hours per week before overtime, minimum rest between shifts, and limits on consecutive night shifts.

5. Review & Publish

Before publishing, you can review the full schedule — every staff member, every day.

  1. 1.Open the generated schedule from the Schedules list.
  2. 2.Check the assignment table. The Fairness tab shows detailed stats per person.
  3. 3.When ready, click Publish.
  4. 4.Each staff member receives an email with their personal shifts. They can also view their schedule at any time via the link in that email.

Published schedules are locked. To make changes, generate a new schedule and publish it — the team will receive an updated notification.

After publishing, staff can open their portal link and subscribe to a live calendar feed — shifts appear in Apple, Google, or Outlook Calendar and stay current automatically. See Calendar Sync below.

6. Shift Swaps

Staff can request to swap shifts with a colleague. You approve or decline from your dashboard.

How staff request a swap

  1. 1. Staff opens their schedule link (from their email).
  2. 2. They click Request Swap next to any shift.
  3. 3. They pick a colleague and a shift to trade with, then submit.
  4. 4. The colleague receives an email to accept or decline.

How you review swaps

  1. 1. Go to Dashboard → Inbox or Swaps.
  2. 2. Open a pending swap request.
  3. 3. Click Approve or Decline. Both staff members are notified by email.

7. Plans & Billing

Go to Dashboard → Billing to see your current plan and upgrade.

  • Trial (free, 7 days) — full Pro access, limited to 10 staff.
  • Growth — $399/mo — up to 150 staff. Fairness dashboard, CSV import/export, email support.
  • Pro — $999/mo — up to 300 staff. Everything in Growth plus detailed fairness reports, custom shift rules, priority support.
  • Enterprise — 300+ staff or custom requirements. Contact us for a quote.

To cancel: email hello@equasched.com at any time. Cancellations take effect at the end of the current billing period. You will not be charged after that date.

8. Calendar Sync

Staff can subscribe to a live calendar feed of their upcoming shifts. The feed updates automatically every time the clinic publishes a new schedule — no action needed from staff after the initial setup.

How to set up:

  1. 1.Open your portal link (from the schedule notification email).
  2. 2.Scroll to Sync to your calendar.
  3. 3.Tap Apple / iOS Calendar or Google Calendar — or copy the link and paste it into any app that supports iCal (Outlook, Fantastical, etc.).

Note: The calendar link is tied to your portal access. If the clinic revokes your portal access, the calendar feed will stop updating.

Still have questions?

Email us at hello@equasched.com and we will get back to you within 1 business day.