📅 Time Off Requests: How to Properly Request Time Away from Work

What Is a Time Off Request?

A Time Off Request is the official form used to notify CareSphere that you will not be available to work a scheduled visit or that you need a schedule adjustment.

The Time Off Request is located on the CareSphere Connect website under the: "Shift Change Request Form"

The Shift Change Request Form is required for all absences and schedule changes.

Failure to submit the form may result in a No Call/No Show and a report being submitted to Human Resources.

Where Can I Find the Time Off Request Form?

Step 1

Log in to CareSphere Connect.

Step 2

Select the Shift Change Request Form.

Step 3

Enter your Employee ID Number.

Your Employee ID Number can be found on your CareSphere ID badge.

Choosing the Correct Time Off Option

Selecting the correct option is extremely important. Choosing the wrong option may delay processing or result in your request being handled incorrectly.

Option 1: Temporary Schedule Adjustment

Use this option when:

✅ You are still working your hours

✅ You simply need to work them on different days or times

This option can be used for both:

• Temporary schedule adjustments

• Permanent schedule adjustments

Example:

Instead of working Monday, you and your client agree to move the visit to Tuesday.

This would be a Temporary Schedule Adjustment.

Option 2: Call Out – I Am Scheduled but Cannot Work

Use this option when:

✅ You are assigned to a client

✅ You have a scheduled visit

✅ You cannot attend the visit

Example:

You are scheduled for a visit tomorrow but wake up sick and cannot work.

This would be a Call Out.

Option 3: Pre-Planned Time Off

Use this option only when:

✅ You are not currently assigned to a client

✅ You are notifying CareSphere of future availability restrictions before accepting an assignment

Important

❌ Do NOT use this option if you are currently contracted with a client.

Even if you are not scheduled on a specific day, employees assigned to clients should use the appropriate absence option instead.

This option is intended for employees who are not currently working with a client assignment.

Option 4: I Need to Be Removed from a Permanent Client

Use this option when:

✅ You wish to end your assignment with your current client

Notice Requirement

Please provide at least 7 days' notice whenever possible.

Exceptions may be made for situations involving safety concerns or threatening circumstances.

Option 5: I Want to Resign from the Agency

Use this option if you have decided to leave CareSphere and wish to formally submit your resignation.

Providing notice is always appreciated and helps ensure a smooth transition for both clients and staff.

Complete the Request

Step 5

Follow the prompts based on the option you selected.

The form may ask for:

• Date(s) affected

• Time(s) affected

• Reason for absence

• Additional information

  

📝 Please complete all requested information accurately.

The more information you provide, the faster your request can be processed.

Sign and Submit

Step 6

Provide a clear and legible signature.

Once complete:

✅ Click Submit at the bottom of the form.

Your request will then be routed to the appropriate department for review.

Important Attendance Rules

A Time Off Request Is Required

A Time Off Request must be submitted for all visits you will not be attending.

This applies to:

• Call offs

• Schedule changes

• Client removals

• PTO requests

• Resignations

Call Off Notice Requirement

Employees must provide at least:

⏰ 2 hours' notice before the scheduled shift

PTO Notice Requirement

🏖️ PTO requests require a minimum of:

7 days' advance notice

The form will automatically indicate if your request does not meet the required notice period.

Requesting Multiple Days Off?

Planning to be out for more than one day? Don't forget this important step!

📅 If you need multiple days off, you must add every single day you are requesting off.

To do this:

1. Enter the first day you need off.

2. Click "Add Day".

3. Enter the next day you need off.

4. Continue clicking "Add Day" until all requested dates have been entered.

🚨 Important: Listing only the first day of your absence does not automatically include the remaining days.

For example, if you need off from Monday through Friday, you must add all five days to your request using the "Add Day" button.

Failure to include all dates may result in only a portion of your request being approved, and you may still be expected to work on any dates that were not submitted.

Verbal and Text Message Call Offs Are Not Accepted

🚨 Calling, texting, emailing, or messaging your coordinator does not replace the required Time Off Request Form.

The Shift Change Request Form must still be completed.

Having Trouble with CareSphere Connect?

If you are experiencing issues accessing or submitting the form through CareSphere Connect:

📞 You are responsible for contacting the office so we can assist you with troubleshooting.

Do not wait until after your shift has started.

The sooner you contact us, the sooner we can help resolve the issue.

Need Help?

If you have any questions about attendance, schedule changes, PTO, or submitting a Time Off Request, please contact us:

📞 CareSphere Office
610-868-1801

We're happy to help!

Final Reminder

✅ Use the Shift Change Request Form for all absences and schedule changes.

✅ Call offs require at least 2 hours' notice.

✅ PTO requires at least 7 days' notice.

✅ Verbal, text, and email call offs are not accepted.

✅ If you're having trouble with CareSphere Connect, call the office immediately.

Following the proper process helps us support our clients, maintain schedules, and ensure everyone stays informed.