Purpose Statement

This article explains how to manually charge a call shift to move personnel on the rankings list without requiring them to work the shift. Manual charging allows administrators to adjust rankings when personnel are unavailable or need to be compensated for other reasons, while maintaining accurate call shift rotation records.

Background Information

Manual charging is a rankings management tool that affects personnel placement on call shift rotation lists without assigning them actual work time. This feature is commonly used when:

• Personnel need to be moved down the rankings list due to unavailability
• Departments want to recognize personnel for standby time or other contributions
• Administrative adjustments are needed to maintain fair rotation practices
• Rankings need correction due to errors or special circumstances

Manual charging differs from awarding a call shift in that the charged individual does not receive credit for working the shift—only their position on the rankings list is affected. This distinction is important for payroll accuracy and FLSA compliance tracking.

Prerequisites:

• The "Allow Manual Charging" feature must be enabled in your system
• User must have appropriate call shift management permissions
• Call shift must have an associated rankings list

Required Permissions

Based on the functionality described, the following permissions are required:

• Access Call Shifts - User can access call shifts

Video

Step-by-Step Guide

Enabling Manual Charging (One-Time Setup)

1. Navigate to Scheduling Setup Call Shift Rules Settings
2. Locate the Allow Manual Charging toggle
3. Enable this setting to activate manual charging functionality throughout your system
    

Charging an Individual to the Rankings List

1. Navigate to the Call Shifts module from your main menu
    

1. Locate the specific call shift you want to manage and access its History view
    

1. Review the rankings list to identify the individual you want to charge
2. Click the plus sign (+) in the Actions column next to the individual's name
    

1. Select Charge from the options menu
    

1. The individual will immediately be charged and their position on the rankings list will update according to your department's rotation rules
    

Uncharging an Individual

1. From the same Call Shift History view, locate the individual who has been charged
2. Click the minus sign (-) in the Actions column next to their name
    

1. Select Uncharge from the options menu
    

1. The individual's ranking charge will be removed and they will return to their previous position on the rankings list
    

Verifying the Charge Status

1. Review the Call Shift History to confirm the charge has been applied or removed
2. Check the rankings list to verify the individual's new position

Best Practices

Do:

• Enable manual charging only if your department's policies support this practice
• Document the reason for manual charges in your department's records or notes fields
• Review rankings lists regularly to ensure manual charges align with your rotation policies
• Train supervisors on when manual charging is appropriate versus awarding actual shifts
• Use manual charging consistently across all stations and shifts to maintain fairness

Don't:

• Use manual charging as a substitute for proper shift assignment when personnel actually work
• Manually charge individuals without understanding your department's ranking rotation rules
• Apply charges without documentation, especially if the action affects FLSA or union compliance
• Allow unauthorized users to access manual charging functionality
• Forget to communicate manual charge decisions to affected personnel when transparency is required

Additional Considerations:

• Manual charges do not generate payroll time entries—use regular shift assignment for worked time
• Some ranking systems may require multiple charges to achieve the desired rotation effect
• Manual charging may interact with other call shift rules such as mandatory assignments or maximum call limits
• Consider your department's workplace organization agreement (union contract) requirements before implementing manual charging

Troubleshooting & FAQs

Q: The plus and minus signs are not appearing in my Call Shift History view. Why?

A: The manual charging buttons only appear when the "Allow Manual Charging" setting is enabled in Scheduling Setup Call Shift Rules Settings. Verify this setting is turned on. Additionally, check that your user role has the "Update Call Shift Rankings" permission.

Q: When I charge an individual, how far down the rankings list do they move?

A: The distance an individual moves on the rankings list depends on your department's specific call shift ranking configuration.  

A: No. Manual charging only affects rankings position—it does not create time entries, generate pay, or appear on time cards. If someone actually works a call shift, you must assign them the shift through normal procedures to ensure proper payroll processing.

Q: I uncharged someone by mistake. Can I reapply the charge?

A: Yes. Simply use the plus sign (+) again to recharge the individual. Their rankings position will update accordingly. Be aware that if other ranking changes have occurred in the meantime, the recharge may not place them in the exact same position as before.

Q: Can I charge someone who isn't currently on the call shift rankings list?

A: Typically, you can only charge individuals who appear on the associated rankings list for that call shift type. If someone isn't showing up in the list, verify they're assigned to the appropriate station, shift group, or apparatus that qualifies them for that call shift rotation.

Q: Is there a limit to how many times I can charge or uncharge someone?

A: There is no system limit on the number of times you can charge or uncharge an individual. However, excessive manual adjustments may indicate a need to review your call shift rules or ranking methodology to better reflect your department's operational needs.