Purpose Statement

The Call Shift History feature provides a comprehensive view of all call shifts within your department, allowing administrators and supervisors to track call shift activities, monitor response patterns, and maintain detailed records of personnel contacts and responses. This centralized management system enables efficient oversight of call shift operations and supports data-driven decision-making for shift coverage optimization.

Background Information

Call shifts are critical for maintaining adequate staffing levels during emergencies and planned coverage needs. The Call Shift History interface serves as the central hub for managing both active and historical call shift records, providing full visibility into the call shift lifecycle from initiation through completion. This feature supports compliance documentation, helps identify response trends, and enables administrators to review and audit call shift activities across all assignments and qualifiers. The history tracking is particularly valuable for departments that need to maintain detailed records for labor relations, FLSA compliance, or operational analysis purposes.

Required Permissions

The following permissions are required to access and manage call shift history:

• Access Call Shifts - Required to view and access the Call Shifts module
• View Call Shift History - Allows users to view historical call shift data and records

Video

Step-by-Step Guide

Accessing Call Shift History

1. Navigate to Scheduling Call Shifts from the main menu
2. The Call Shift History list displays all call shifts for your department
    

Filtering Call Shift Records

1. Locate the filter options at the top of the Call Shift History page
2. Apply filters to narrow down displayed call shifts by:
   • Call Shift ID - Enter specific call shift identifier
   • Started On - Select date range for when call shifts were initiated
   • Status - Filter by call shift status (Active, Completed, Cancelled, etc.)
   • Assignment - Filter by specific shift assignment
   • Qualifier - Filter by personnel qualification requirements
3. Click Apply or press Enter to update the list based on selected filters
4. Clear filters by clicking Reset or removing individual filter selections
    

Customizing Column Display

1. Click the Column Settings icon (typically represented by a grid or column icon) at the top of the list
2. Select or deselect columns to show or hide specific data fields
    

Starting a New Call Shift

1. Click the Start New Call Shift button at the top of the Call Shift History page
    

1. Complete the call shift setup form with required details
2. Submit to initiate the call shift process
    

Viewing Call Shift Details

1. Locate the call shift record you want to review in the list
2. Click the eye icon in the Actions column for that record
    

1. The Call Shift Details view opens, displaying:
   • General call shift information (ID, assignment, start time, status)
   • Complete list of personnel contacted
   • Individual response status for each contact
   • Timeline of call shift activities
   • Current shift coverage status
      

Managing Call Shift Notes

1. From the Call Shift Details view, click the Notes tab
    

1. Review existing notes that display:
   • Note content
   • Author name
   • Date and time stamp
2. To add a new note:
   • Click Add Note button
   • Enter note content in the text field
   • Click Save to attach the note to the call shift record
      

Deleting Call Shift Records

1. Locate the call shift record you want to delete in the list
2. Click the trashcan icon in the Actions column
    

1. Confirm the deletion when prompted
2. The call shift record will be permanently removed from the system
    

Best Practices

Do:

• Review call shift history regularly to identify response patterns and optimize ranking lists
• Add detailed notes to call shift records when unusual circumstances occur or special actions are taken
• Use filters to focus on specific time periods when analyzing call shift effectiveness
• Maintain consistent naming conventions for assignments and qualifiers to improve searchability
• Document the reason for any deleted call shifts before removal for audit trail purposes
• Export call shift data periodically for long-term record retention and analysis

Don't:

• Delete active call shifts that are still in progress
• Remove call shift records that may be needed for payroll, compliance, or grievance documentation
• Edit historical call shift data without proper authorization and documentation
• Share call shift response data outside authorized personnel due to privacy considerations
• Use the notes field for sensitive personnel information that should be documented elsewhere

Additional Recommendations:

• Establish department policies for call shift record retention periods
• Train supervisors on proper use of the notes feature for documenting special circumstances
• Review filter settings regularly to ensure you're viewing the complete picture of call shift activities
• Use the column customization feature to create role-specific views (administrative vs. operational)

Troubleshooting & FAQs

Q: I don't see the Call Shifts menu option under Scheduling. What should I check?

A: Verify that your user account has the "Access Call Shifts" permission enabled. Contact your system administrator to review and adjust your permissions if needed.

Q: When I click on a call shift to view details, I see limited information. Why?

A: Your user role may have restricted access to certain call shift data. The "View Call Shift History" permission controls the level of detail you can see. Additionally, some departments restrict visibility based on user assignments or fire station groups.

Q: Can I recover a call shift record that I accidentally deleted?

A: Deleted call shift records cannot be recovered through the user interface. 

Q: The filter results don't match what I expected. What might be wrong?

A: Ensure all filter criteria are set correctly, particularly date ranges which must include both start and end dates. Also verify that status filters are not excluding the records you're looking for. Click "Reset" to clear all filters and start fresh.

Q: Why can't I edit the response information for a completed call shift?

A: Once a call shift is completed, response data is typically locked to maintain data integrity for payroll and compliance purposes. Only users with special administrative permissions can modify completed call shift records. Contact your administrator if legitimate corrections are needed.