Purpose Statement

To explain how to sign up for open vacancies on the Shift Board so personnel can request coverage for available shifts.

Background Information

The Shift Board provides real-time visibility into open vacancies within your department’s schedule. When a vacancy is posted, eligible personnel can sign up for either a full shift or a partial (hourly) segment, depending on department configuration.

All sign-ups are typically routed for administrative approval before being finalized. However, some departments enable an auto-fill feature that allows qualified users to automatically secure the vacancy without manual approval.

This process supports operational continuity, reduces staffing gaps, and provides transparency in overtime 

and coverage assignments.

Required Permissions

The following permissions may be required:

• Scheduling – Access Scheduling
• Scheduling – Access Shift Board
• Scheduling – Add/edit personnel into shift board

Video

Step-by-Step Guide

Navigate to the Shift Board

• Click Scheduling from the main menu.
• Select Shift Board.

Locate an Open Vacancy

• Review the Shift Board for open vacancies.
• Identify a vacancy you are eligible to fill.
• Select the head icon to the right of the vacancy.

Choose Full or Partial Sign-Up

• Select whether you are signing up for:
  • Full Shift, or
  • Partial (Hours) Shift
• After selecting your preferred option, click Sign Up.

Await Approval

• Your request will be submitted.
• The vacancy will reflect that you are signed up and pending administrative approval.

Best Practices

• Confirm you meet all required qualifications before signing up.
• Review the full shift details (assignment, apparatus, time range) prior to submitting.
• Monitor your Shift Board or notifications for approval updates.
• Avoid signing up for overlapping shifts unless permitted by department policy.

Troubleshooting & FAQs

Q: I signed up for a vacancy but was not placed on the schedule. Why?

A: Your department may require administrative approval before the assignment is finalized. Check the status of your request or contact a supervisor.

Q: Why don’t I see the option to sign up for partial hours?

A: Partial shift sign-ups must be enabled by your department. If unavailable, only full shift sign-ups are permitted.

Q: The vacancy disappeared after I signed up. What happened?

A: Another user may have been approved for the vacancy, or the shift may have been auto-filled based on department configuration.

Q: Can I cancel my sign-up request?

A: This depends on department permissions and scheduling configuration. Contact an administrator if you need to withdraw a request.