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Scheduling > Shift Board > Automation

Purpose Statement

The Call Shift Automation feature enables shift supervisors to efficiently manage staffing vacancies by automatically initiating call shifts based on shift board gaps. This feature streamlines the process of filling vacant positions, reduces manual administrative work, and ensures timely notification of personnel for overtime or callback opportunities. By automating the call shift process, departments can maintain optimal staffing levels while saving valuable time for supervisors.

Background Information

Call Shift Automation represents a significant improvement in workforce management for fire and EMS agencies. Traditionally, supervisors manually identified vacancies, determined staffing needs, and contacted personnel individually for overtime or callback coverage.

This automated system integrates directly with the Shift Board module to detect vacancies in real-time and initiate call shift notifications based on configured department policies and rules. It is especially valuable during high-vacancy periods, large-scale incidents, or seasonal staffing fluctuations. Automation ensures consistent staffing coverage while reducing administrative burden on shift supervisors and command staff.

Required Permissions

The following Scheduling permissions are required:

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

Video

Step-by-Step Guide

Access the Shift Board

  • Navigate to Scheduling
  • Click Shift Board from the main navigation menu

 

 

Select the Target Date

  • Click on the specific date you want to review (e.g., 08/22/2025)
  • Review assignments and identify any visible vacancies

 

 

View Available Vacancies

  • Click View Vacancies
  • Review all unfilled positions displayed for that date

 

 

 

Select Suggested Movements (If Applicable)

  • Select the checkboxes next to any system-suggested movements
  • Click Initiate Movements
  • Confirm the movements

 

 

 

Initiate Call Shift Automation

  • Check the box next to each vacancy you want to process
  • You may select multiple vacancies simultaneously
  • Click Initiate Selected Call Shifts

 

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Critical Alert:
The system will only allow Automation Call Shifts if the Qualifier is associated with only ONE Call Shift Rule. If multiple rules are attached to a qualifier, automation will not initiate.

 

Confirm Automation Execution

  • A notification will appear stating: “Call shifts created using Automation.”
  • Click the notification to acknowledge completion

Review Created Call Shifts

  • Click the highlight indicator associated with the vacancy
  • Review the generated call shift details

Monitor Call Shift Status

  • Open the Call Shift Details panel
  • Monitor candidate responses, acceptance status, and ranking progression

Best Practices

Pre-Automation Preparation

  • Ensure call shift rules are properly configured in Scheduling Setup
  • Confirm personnel availability and contact information are current
  • Validate minimum staffing requirements for each assignment

Timing Considerations

  • Run automation with sufficient lead time before shift starts
  • Execute automation during hours when response rates are typically higher
  • Maintain consistent initiation times to create predictable patterns

Common Mistakes to Avoid

  • Running automation without reviewing current staffing levels
  • Initiating automation when schedule changes are still pending
  • Skipping post-automation review
  • Failing to monitor acceptance rates and adjust call shift rules

Troubleshooting & FAQs

Q: Can I cancel call shifts after automation has run?

A: Yes. Navigate to the Call Shifts management section and cancel any automated call shifts that have not yet been accepted.

Q: Why don’t I see the “Initiate Selected Call Shifts” button?

A: Verify you have the required Scheduling permissions, including Initiate Call Shifts and Access Call Shifts. Contact your system administrator if access is missing.

Q: How does the system determine who receives the call shift?

A: Automation follows the Call Shift ranking and rule configuration established in Scheduling Setup, including qualifier and list order rules.

Q: Why is automation not allowing me to proceed?

A: Confirm the qualifier associated with the vacancy has only one Call Shift Rule assigned. Multiple rules will prevent automation from initiating.