Employee User Manual
MSW CVI PTO Tracker
App URL: https://pto-app.mswheart.com
What is this app?
The PTO Tracker helps you manage your time off from work. This app lets you:
- Request vacation and personal days
- Submit and track call-outs (day-of)
How to Ask for Time Off
Step 1: Go to the website
Open your web browser and go to: https://pto-app.mswheart.com
Step 2: Pick your team
Click the dropdown menu and pick your team: - Admin - if you are a Secretary II - Clinical - if you are a nurse, tech, or MOA
Step 3: Pick your job title
Click the next dropdown and pick your job:
Admin positions: - Secretary II - Leadership - Other
Clinical positions: - APP (Advanced Practice Provider) - CVI RNs (Nurses) - CVI MOAs (Medical Office Assistants) - CVI Echo Techs
Step 4: Pick your name
Find your name in the list and click on it.
Step 5: Pick your dates
- Click the Start Date box and pick the first day you want off
- Click the End Date box and pick the last day you want off
- If you only need one day, pick the same date for both
Step 6: Pick the type of time off
Choose your type of time off: - Vacation - Sick - Personal
Step 7: Add a reason (optional)
You can type a short note about why you need time off. This is optional.
Step 8: Click Submit
Press the Submit Request button. You will get an email to confirm your request was sent.
Asking for Part of a Day Off
Sometimes you only need a few hours off, not the whole day.
Step 1: Follow steps 1-4 above
Step 2: Check the box that says "This is a partial day request"
Step 3: Pick your start time and end time - Type the time you will leave (like 09:00 for 9 AM) - Type the time you will come back (like 13:00 for 1 PM)
Step 4: Complete the rest of the form and submit
Calling Out Sick (Same Day)
If you wake up sick and cannot come to work today, you must send a text message to call out.
How to Call Out via Text Message
Text this number: (516) 518-9564
- Send a text message to (516) 518-9564
- Include your name and reason (example: "This is Maria, I am sick and cannot come in today")
- You will get a text back to confirm your call-out was received
Important: - Your phone number must be registered in the system - Call-outs are approved right away - Your manager will get a notification about your call-out - Your sick time is deducted automatically
New Employees: How to Register
If your name is not in the system yet:
- Click "I'm not listed - Register as new employee"
- Type your full name
- Type your work email
- Pick your team (Admin or Clinical)
- Pick your job title
- Click Submit
Your manager will get your registration request. Once they approve it, you can start asking for time off.
What Happens After You Submit
- Pending - Your request is waiting for your manager to review it
- In Progress - Your manager said yes, but they need to finish some paperwork
- Approved - Everything is done! Your time off is confirmed
- Denied - Your manager said no (they will tell you why)
You will get emails when your request status changes.
Quick Reference
| Task | What to Do |
|---|---|
| Ask for time off | Fill out the form at https://pto-app.mswheart.com |
| Ask for half day | Check "Partial day request" and enter times |
| Call out sick today | Text (516) 518-9564 with your name and reason |
| New employee | Click "Register as new employee" on the form |
Getting Help
If you have problems:
- Name not showing up? - Register as a new employee
- Request denied but you don't know why? - Check your email for the reason, or ask your manager
- Call-out text not working? - Make sure your phone number is registered in the system
Words You Might Not Know
- PTO - Paid Time Off. Time away from work that you still get paid for.
- Call-out - When you tell work you cannot come in today (usually because you are sick).
- Pending - Waiting. Your request has not been answered yet.
- Approved - Your manager said yes.
- Denied - Your manager said no.
- Partial day - Only part of a day, not the whole day.
Last updated: January 2026