Running a hospital is already one of the most complex operations in the world. Now imagine coordinating the schedules of nearly 19,000 healthcare workers across dozens of departments, units, and shifts — every single day. That is the reality at Vanderbilt University Medical Center, and it is exactly why VUMC WFM exists.

VUMC WFM, which stands for Infor Workforce Management at Vanderbilt University Medical Center, is the official scheduling and staffing platform used by nursing and non-nursing staff across all VUMC entities. Whether you are a registered nurse picking your next six weeks of shifts, a charge nurse tracking unit coverage, or a manager approving leave requests, this system is where it all happens.

This guide was written specifically for VUMC employees — new hires trying to find their footing, experienced staff who want to use the system more effectively, and administrators who need a deeper understanding of its management tools. By the time you finish reading, you will know how to log in, navigate the system, request time off, trade shifts, access support, and much more.

What Is VUMC WFM? Understanding the System from the Ground Up

VUMC WFM is the workforce scheduling platform that Vanderbilt University Medical Center uses to manage employee schedules across all of its hospitals, clinics, and administrative departments. It replaced a long-running system called VandyWorks, which had served the medical center since 2006.

In April 2024, VUMC made a significant move. The VandyWorks platform was officially migrated to the cloud and rebranded as Infor Workforce Management — now commonly referred to as WFM VUMC. This was not just a name change. It was a full infrastructure upgrade designed to make the system faster, more secure, and more accessible from anywhere.

The system is built to handle the operational complexity of a major academic medical center. It supports self-scheduling, shift trading, time off requests, staffing projections, compliance reporting, and much more — all within a single web-based platform.

Who Uses It?

One of the most common misconceptions about this system is that it is only for nurses. That is not the case. VUMC WFM is used across the entire medical center, including:

• Registered nurses and nursing leaders on inpatient and outpatient units
• Administrative and support staff in offices and labs
• Technical and allied health professionals
• Department managers, charge nurses, assistant managers, and supervisors
• Medical receptionists and team leads

With approximately 19,000 employees across the VUMC system, the platform handles a volume of scheduling activity that few healthcare institutions can match. That scale is part of why VUMC invested in upgrading to a cloud-based infrastructure.

Why VUMC Made the Switch to Infor WFM

The original VandyWorks system had served VUMC well for nearly two decades. But as the organization grew and technology evolved, it became clear that a cloud-based solution would offer better performance, stronger security, and more flexibility for modern healthcare workers.

The 2024 migration brought several major improvements. Single Sign-On access means employees no longer need a separate set of credentials just for scheduling. Multi-Factor Authentication adds a layer of security for anyone accessing the system from outside the VUMC network. And because the platform now lives in the cloud, it can be accessed from any device at any time — not just from a workstation inside the hospital.

Another important driver behind the switch was compliance. VUMC WFM is designed to ensure that all scheduling practices across the medical center align with Vanderbilt’s internal staffing and scheduling policies for Patient Care Services. In a heavily regulated environment like healthcare, that kind of built-in compliance support is not optional — it is essential.

How to Access the WFM VUMC Login Portal

Getting into the system is straightforward once you know the steps. The official login address is wfm.app.vumc.org — and that URL is your starting point for everything. Bookmark it. Put it on your phone’s home screen. You will use it often.

The login process uses Single Sign-On, which means you use the same VUNet ID and e-Password that you use for other VUMC systems. There is no separate username or password to remember specifically for WFM. If you can get into your VUMC email, you can get into this system.

Logging In from Outside the Hospital

If you are accessing the system from home or any location outside VUMC’s physical network or VPN, you will be prompted to complete Multi-Factor Authentication. This is a security measure, not a technical glitch. It protects your schedule data and the broader hospital system from unauthorized access.

Here is the quick step-by-step for remote login:

• Open a browser and go to wfm.app.vumc.org
• Enter your VUNet ID and e-Password on the SSO screen
• Complete the MFA prompt (typically through an authenticator app or text message)
• You will be directed to your WFM home page

If your login fails, the most common causes are an expired e-Password, an account that has not yet been provisioned for WFM access, or an MFA setup issue. The VUMC help desk is the right first call in any of those situations — reach them at (615) 343-HELP.

Accessing VUMC WFM on Mobile

One of the most useful upgrades that came with the 2024 migration is full mobile compatibility. The WFM app VUMC users access via their smartphones is not a separate download — it is the same web platform, optimized for mobile browsers.

Open Safari or Chrome on your phone, navigate to wfm.app.vumc.org, and log in with your SSO credentials. The interface adjusts to fit your screen, and you can complete most common tasks — viewing your schedule, requesting time off, checking shift availability — without ever needing a desktop computer.

To make things easier, add the site to your phone’s home screen so it launches like a native app. On iPhone: tap the Share button in Safari, then select ‘Add to Home Screen.’ On Android: tap the three-dot menu in Chrome and select ‘Add to Home Screen.’

Key Features Every VUMC Employee Should Know

Once you are inside the system, you will find a range of tools built to handle the real-world demands of hospital scheduling. These are not generic workforce features repurposed for healthcare — they were designed with the specific rhythms and pressures of a medical center in mind.

Self-Scheduling: Take Control of Your Own Shifts

Self-scheduling is one of the most popular features in the system — and for good reason. Instead of waiting for a manager to assign you shifts, you log in, view available openings on a six-week calendar, and select the shifts that work for you.

The calendar view shows the last week of your previous schedule alongside the upcoming six weeks. Each available shift appears as a labeled box with timing details and how many openings remain. You select the shifts you want, click Submit, and your selections are saved. You can submit as often as you like during the scheduling window.

If you have a default shift set in your employee profile, the quick-select mode makes this even faster. Toggle quick-select on, click the dates you want to work, and the system automatically assigns your default shift. Tap Submit and you are done in seconds. No phone calls, no back-and-forth with a scheduler.

The system also enforces scheduling rules behind the scenes. If your department requires a minimum number of weekend shifts, for example, the system will flag a warning if you have not met that requirement. You can still submit, but it is best to adjust your selections to stay compliant.

Time Off Requests and Leave Management

Requesting time off used to mean filling out paper forms or sending emails and hoping for a timely response. WFM VUMC replaces all of that with a digital request system that is transparent for both employees and managers.

To submit a leave request, log in to the Employee Self Service portal, navigate to the leave section, select the dates you need off, choose the appropriate leave type, and submit. Your manager will receive a notification and can approve or deny the request directly in the system. You will be notified of the outcome without having to chase anyone down.

Leave types are coded specifically within the system — FML-PNS, FML-ABS, PAL, and others — and these codes feed directly into payroll reporting. That means fewer errors when it comes time to reconcile timekeeping data.

Shift Trading: Cover Each Other Without the Chaos

Life does not always follow your schedule. That is why shift trading is built into VUMC WFM. If something comes up and you cannot cover a shift, you can initiate a trade with a qualified colleague directly through the platform. No more group texts, no more awkward favors. The system handles the request and confirmation, and managers can see the change reflected in real time.

Shift trading also helps administrators maintain coverage without micromanaging every individual situation. When trades are initiated and approved within the system, staffing levels stay visible and accurate — which matters enormously in a patient care environment.

Real-Time Notifications and Schedule Visibility

The system sends real-time notifications when your schedule changes — whether that is a new shift assignment, an approved leave request, a shift cancellation, or a trade confirmation. Staying informed about your schedule is no longer dependent on checking a bulletin board or waiting for a phone call.

Employees can see the full picture of their upcoming schedule at any time, from any device. That kind of real-time visibility reduces miscommunication and helps staff prepare for what is coming — which directly supports better patient care.

VUMC WFM for Schedule Administrators and Managers

The employee-facing features are just the front end of what this system can do. For managers, charge nurses, and department administrators, VUMC WFM offers a much deeper layer of tools for planning, oversight, and compliance.

Schedule Admin access is granted to managers, assistant managers, clinical support leaders, educators, administrative assistants, team leads, and supervisors. These users see a more expansive version of the platform with additional views, reports, and controls.

The Advanced Schedule View (ASV)

The Advanced Schedule View is the command center for schedule administrators. From here, you can load your team’s full schedule, filter by date, shift type, or employee, book off staff for partial or full shifts, manage on-call scenarios, and float employees to other units when coverage is needed.

For charge nurses and inpatient shift leaders who hold a Schedule Admin role, ASV is where day-to-day staffing decisions get made. It gives you a live view of who is working, who is on call, and where there are gaps that need to be filled.

Inpatient Projections Tool

One of the more powerful admin tools in the system is the Inpatient Projections feature. This tool gives administrators a 14-day forward view of staffing needs, broken down by day shift and night shift, and compared against your department’s budget.

The display uses a red and green color system. Green means your staffing is where it needs to be. Red means there is a gap. You can hover over specific numbers to see who changed them, when, and why — which is helpful when you need to audit decisions made by multiple people across different shifts.

The projections are based on scheduled versus budgeted nursing data and include a view of available on-call nurses. If a nurse is scheduled for eight hours when the budget requires twelve, the system reflects that as a fractional deficit. This level of precision helps administrators make proactive staffing decisions rather than reactive ones.

Reporting Tools for Payroll and Compliance

Administrators have access to a suite of reports designed to support payroll reconciliation, regulatory compliance, and operational planning. Key reports include the Approved Leave Report, which lists all approved time off by date; the Draft Printed Home Team Schedule, which shows assigned shifts for each employee; the Employee Schedule Detail, which tracks added shifts and book-offs; and the Cancellation Report, which shows shifts that were cancelled or placed on call.

The Kronos-WFM Reconciliation Report, available through Tableau directly within the system, is particularly useful for payroll administrators. It helps reconcile time and attendance data from Kronos with scheduling data in WFM, catching discrepancies before they become payroll errors.

Training Resources for WFM VUMC Users

No matter how intuitive a system is, proper training makes a real difference — especially when you are using it to manage your livelihood and your team’s operations. VUMC has invested in making WFM training accessible for users at every level.

Training for New Employees

New staff can find WFM online learning modules directly in the Learning Exchange, VUMC’s internal LMS platform. These are self-paced modules you can complete on your own schedule. They cover the basics — system navigation, how to self-schedule, how to submit requests, and how to view your approved leaves.

If you have not already been enrolled by your manager, you can self-enroll at any time. Your department manager can also assign specific modules to ensure your entire team is properly trained before using the live system.

Training for Shift Leaders and Schedule Admins

Managers and charge nurses with Schedule Admin access have a dedicated training path. Instructor-led sessions are offered for this group and provide hands-on practice within a training environment using your actual team’s data. This format is especially recommended for new leaders who are using the system for the first time.

Inpatient shift leaders — RNs who serve in charge nurse or shift leader roles — have access to a specialized RSL training course. This class covers the Assignment Sheet, the Cancellation Report, the Float Report, on-call management, and how to book off employees for partial shifts. It is a comprehensive session built around the specific responsibilities that shift leaders carry.

How-To Videos and Tip Sheets

Beyond the formal training modules, the WFM functional support team has produced a library of short how-to videos covering the most common tasks employees encounter. These are available on both the Employee Toolbox and the Schedule Admin Toolbox pages on the official VUMC WFM site.

There are separate video libraries for employee-facing tasks (such as submitting leave requests and self-scheduling) and admin-facing tasks (such as bringing on-call employees into work and managing the assignment sheet). Tip sheets accompany most videos and can be downloaded for quick reference during your shift.

Getting Support — What to Do When Something Goes Wrong

Even well-designed systems run into issues. When they do, you need to know exactly where to turn. The good news is that VUMC’s WFM support team is more available than most healthcare IT teams.

For urgent issues — think: you cannot access the system before a shift, a schedule error needs immediate correction, or a critical task cannot be completed — the support team is available after hours. Log a help desk ticket through the VUMC help desk portal, stay available near your phone, and a support team member will call you back. They aim to respond within 30 minutes, even for night shift workers. That kind of around-the-clock commitment is rare, and it reflects how central this system is to daily operations.

For non-urgent questions — something is unclear, you want to know how to use a specific feature, or you have feedback about the system — email wfm@vumc.org. This inbox is monitored Monday through Friday, 8 a.m. to 5 p.m. If you email after hours, expect a response the next business day.

You can also reach the team by phone at (615) 343-HELP. And if you are experiencing technical difficulty with a training module specifically, the Learning Exchange team has a separate email at learningexchange@vumc.org.

A quick tip: always log a formal help desk ticket rather than just calling or emailing if you have a time-sensitive issue. Tickets create a record, allow the team to track response times, and ensure your issue does not get lost. This is especially important for issues that might affect payroll or patient care.

How VUMC WFM Benefits the Whole Organization

It would be easy to think of a scheduling system as just a logistics tool. But the impact of a well-run workforce management platform goes far deeper than that — especially in a healthcare environment where staffing decisions have a direct impact on patient outcomes.

Nursing fatigue is one of the most serious and persistent challenges in hospital environments. When nurses are overworked, understaffed, or unable to control their own schedules, the result can be burnout, reduced job satisfaction, and — most critically — errors in patient care. VUMC WFM addresses this directly by giving clinical staff more autonomy over their own schedules. When you can pick shifts that work with your personal life, get approved leave quickly, and trade shifts when needed, you are less likely to feel trapped and more likely to show up ready to perform.

On the administrative side, the system reduces the time managers spend on scheduling-related tasks. Instead of manually building schedules, fielding individual requests, and reconciling payroll data across multiple spreadsheets, administrators can do all of that in one place with far greater accuracy.

For the organization as a whole, the reporting and compliance tools built into WFM VUMC mean that the medical center can demonstrate adherence to labor regulations, internal staffing policies, and accreditation requirements — without a massive administrative burden.

Conclusion: Making the Most of VUMC WFM

VUMC WFM is more than a scheduling tool. It is the operational backbone that keeps one of the country’s most complex healthcare organizations running smoothly — shift after shift, day after day.

Whether you are clocking in for your first week as a new hire or you have been managing a unit for years, the system has something valuable to offer you. For frontline employees, it is the freedom to shape your own schedule, request time off without jumping through hoops, and trade shifts without relying on informal favor networks. For administrators, it is a command center for staffing decisions — one that provides real-time data, forward-looking projections, and the compliance tools to protect both your team and the organization.

If you are new to the system, start with the self-paced modules on the Learning Exchange. Get comfortable with the self-scheduling calendar. Learn where to find your approved leave balance. And bookmark wfm.app.vumc.org on every device you use.

If you are a manager or shift leader, invest time in the instructor-led training. The Advanced Schedule View, the Inpatient Projections tool, and the reporting suite are powerful — but only when you know how to use them well. At the end of the day, better scheduling leads to better patient care. And that is exactly what VUMC WFM is designed to support. Use it well, and it will work for you every step of the way.

FAQ 1: What is VUMC WFM and what does it stand for?

VUMC WFM stands for Infor Workforce Management at Vanderbilt University Medical Center. It is the official web-based scheduling and staffing platform used by nursing and non-nursing departments across all VUMC entities, supporting self-scheduling, time off planning, shift trading, and more. It replaced the original VandyWorks system following a cloud migration in April 2024.

FAQ 2: What is the web address for VUMC WFM and how do I access it?

VUMC WFM is a web-based application accessible on any computer at any time at wfm.app.vumc.org. You log in using Single Sign-On with your VUNet ID and e-Password. If you are connecting from outside the VUMC network or VPN, you will also be required to complete Multi-Factor Authentication before gaining access.

FAQ 3: What is the difference between VandyWorks and VUMC WFM?

VandyWorks was the scheduling system that served VUMC since 2006. In April 2024, VandyWorks was renamed Infor Workforce Management, with the new web address becoming wfm.app.vumc.org and clinical workstation desktop icons updated with the new link during the migration. The core scheduling functionality carried over, but the new platform added cloud infrastructure, Single Sign-On, and improved security.

FAQ 4: Who is eligible to use VUMC WFM?

VUMC WFM serves over 19,000 staff members across various departments, including registered nurses, non-nursing clinical staff, administrative employees, technical workers, lab staff, medical receptionists, and support personnel. Managers, charge nurses, assistant managers, educators, and supervisors with Schedule Admin access also use the platform with expanded administrative tools.

FAQ 5: How does self-scheduling work in VUMC WFM?

The system offers a scheduling calendar where employees can select shifts that display with details and available openings, then submit their selections. Employees can select shifts and submit at any time during the scheduling window, and continue adding more shifts after each submission. Those with a default shift set in their profile can use quick-select mode to schedule with just a few clicks. The schedule window covers a six-week period.

FAQ 6: What should I do if a shift I selected is no longer available?

If a shift you selected is no longer available, it means other employees have selected the same shift in the meantime and openings have run out. You simply acknowledge the message and select a different date or shift during that same week. The system will prompt you with an on-screen notification and keep your other saved selections intact.

FAQ 7: What happens if I get a scheduling rule warning when I submit my shifts?

Rule warnings are based on scheduling rules defined by your team’s leadership, such as requirements around weekend shifts or minimum hours per schedule period. You can still submit your schedule with an outstanding warning and your selections will be saved, but it is recommended that you adjust your schedule to satisfy the rules. Check with your manager if you are unsure what the rule requires for your specific unit.

FAQ 8: How does the Post and Take a Shift feature work in VUMC WFM?

The Post and Take system works through two roles — the Poster and the Bidder. When an employee posts a shift, it routes to leadership for approval before appearing on the Take a Shift board. When another employee bids on it, that request also routes to leadership for approval, then back to the original Poster, who must accept before the trade is finalized and both employees are notified. You will only see postings for jobs you are qualified for and on days you are scheduled off.

FAQ 9: Why can I not see the same posted shifts my coworker sees?

The system only shows you posted shifts for jobs you are qualified for and on days that you are scheduled off. If a colleague holds a different job classification or license, they will see different openings. The shift board is filtered automatically based on each employee’s qualifications, availability, and department, so variation between what different staff members see is by design.

FAQ 10: What are the most common reasons a shift trade fails to go through in VUMC WFM?

Several things can block a shift trade: the coworker you are trading with must have the correct job or skill in their employee profile with a valid future end date; if that employee is currently scheduled for a leave code such as PNS, POFF, or ABS on the date you are entering the trade — not the date being traded — the system will not recognize them as available. Trades that would put either employee into overtime may also not route correctly. Always enter the trade on a date when the other employee is actively scheduled or off without a leave code applied.

FAQ 11: How do I request time off in VUMC WFM and which time codes should I use?

To request time off, navigate to Leave Requests in the system, select the dates, then enter hours against the appropriate balance type — PNS for PTO time for non-exempt staff, SNS for sick time, and APR for approved time off only after your hired hours have been met. Exempt staff use PES and SES codes. The hours left must equal zero before the form can be submitted. If you enter start and end times on a full-day request, it can confuse the system’s logic and result in incorrect hours being deducted.

FAQ 12: Why was my leave request rejected due to balance?

A leave request is automatically rejected due to balance when the employee does not have sufficient hours in the selected time code for the dates requested. The system sends an email notification with the subject indicating the rejection reason, and the employee is prompted to return to the form and select a different time code. Check your PTO and sick balances before submitting, which you can do through the Leave Requests section or by running the balance report from your home page.

FAQ 13: How do holidays affect my PTO balance in VUMC WFM?

Employees who work in areas designated as closed on VUMC recognized holidays will see their scheduled hours automatically subtracted from their PTO balance up to one year in advance. This is an automated system function, not an error. If a holiday shift is cancelled and the leave is removed in WFM — rather than Kronos — those hours are immediately returned to the PTO balance. Cancellations processed in Kronos, however, take longer to sync back to WFM.

FAQ 14: When does a new employee become active in VUMC WFM?

Employees can be enrolled in Learning Management System courses as soon as their VUNet ID is claimed, but they are not active in VUMC WFM until their official start date. Managers are advised to wait until after the start date before assigning WFM training modules, to ensure the employee’s profile is fully set up and the training data reflects their actual team and schedule configuration.

FAQ 15: What steps must a manager complete when setting up a new employee in VUMC WFM?

When a new hire is added to WFM, managers receive an alert that the employee has been added to the team. Managers must then review and update the employee’s scheduling jobs and skills — particularly for roles requiring a specific license such as RN, LPN, or RT — and add the corresponding skill in the employee skills section. If the employee will be on a set, repeating schedule, the master rotation must also be configured. The default shift field for brand-new Vanderbilt employees will display as “Change Me” until updated.

FAQ 16: What is the Advanced Schedule View (ASV) and who can access it?

The Advanced Schedule View is designed for managers, assistant managers, CSLs, educators, administrative assistants, team leads, and supervisors with WFM Schedule Admin access. It allows admins to load and filter the full team schedule, book employees off for partial shifts, manage on-call scenarios, float staff to other units, and view daily assignments in real time. It is the primary tool for shift leaders managing inpatient unit staffing.

FAQ 17: What reports are available in VUMC WFM to help reconcile payroll with Kronos?

Several reports support payroll reconciliation: the Approved Leave report lists employees with scheduled time off by date; the Draft Printed Home Team Schedule shows assigned shifts; the Employee Schedule Detail tracks book-offs and added shifts; the Cancellation Report shows shifts cancelled or placed on call; and the Kronos-WFM Reconciliation Report, available through Tableau, compares scheduled time codes against Kronos entries to flag discrepancies. This report is essential for catching code mismatches before they become payroll errors.

FAQ 18: What is the WFM Inbox and why does it show unread messages?

The WFM Inbox displays yellow shading with a message count when there are interactions that need action, such as leave requests awaiting approval, shift trades to respond to, or billboard shifts that have been claimed by an employee. A known issue has caused the inbox to show more unread messages than actually exist, believed to be connected to Leave Request Exceptions; this was reported to Infor for investigation. If the count does not decrease after processing all visible items, contact the WFM support team.

FAQ 19: What should I do if VUMC WFM is down or inaccessible?

If WFM is down, employees can access the user guide and downtime documents without being logged into the system through the VUMC WFM help site. During planned downtime, leaders are advised to keep manual track of schedule changes such as call-outs, on-call activations, and floating, then update the system once it is back online. Departments should follow downtime procedures for communicating with Clinical Staffing Schedulers, Administrative Coordinators, or House Supervisors regarding float pool needs. The WFM team sends advance notice of planned downtimes via email and posts announcements on the WFM landing page.

FAQ 20: How are Point of Care (POC) competencies tracked in VUMC WFM?

Point of Care competencies are tracked in VUMC WFM as Skills, which allows the system to send automated reminder emails to employees when a competency renewal is approaching. If an employee transfers to a new department where a POC competency is no longer required, the employee or manager can email POCT@vumc.org to have it removed from the WFM employee profile and stop the automated reminders. This prevents employees from receiving irrelevant compliance alerts after a department transfer.

FAQ 21: Is there an advisory group for VUMC WFM and how can I participate?

Yes. The WFM Advisory Board meets quarterly and is open to any WFM Schedule Admin user. Meetings cover new system features, open questions, and best practice sharing between units and departments. The board actively welcomes input from staff at all experience levels, and any Schedule Admin user can be added to the quarterly meeting invite list by emailing wfm@vumc.org. This is the primary channel through which user-requested improvements are surfaced and eventually built into the system.

FAQ 22: How does VUMC WFM handle shift trades that result in overtime?

Shift trades that would result in overtime for either employee are a known issue that the WFM team monitors through the Schedule Compliance Violations Report on a daily basis. When a compliance violation is detected, the team notifies the relevant leaders directly. Trades involving more than four consecutive 12-hour shifts are also flagged through this process. Managers should review the report regularly and intervene before a trade is finalized if it creates an overtime situation.

FAQ 23: What training formats are currently available for VUMC WFM, and are all classes being offered?

As of early 2025, all Infor WFM instructor-led classes except the Inpatient Shift Leader (RSL) class are temporarily on hold while the curriculum is being reformatted to reduce the time required for instructor-led training. Self-paced online modules remain available through the Learning Exchange at any time, and how-to videos and tip sheets can be accessed on both the Employee Toolbox and Schedule Admin Toolbox pages. Managers needing ASV access training for a new employee should email the WFM team directly.

FAQ 24: How do I contact VUMC WFM support, and what is the fastest way to get help?

For urgent issues, log a help desk ticket immediately and remain available by phone — the WFM team aims to call back within 30 minutes, including for night shift staff. For non-urgent questions, email wfm@vumc.org, which is monitored Monday through Friday from 8 a.m. to 5 p.m., with responses the next business day for after-hours emails. The support phone line is (615) 343-HELP. For technical issues with Learning Exchange modules specifically, email learningexchange@vumc.org rather than the main WFM inbox.