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Creating a New Call Shift Rule

Creating a New Call Shift Rule

Purpose Statement

The Call Shift Rule feature allows administrators to establish automated scheduling parameters that determine how personnel are assigned to shifts and calls based on predefined criteria. This feature streamlines shift management by automating personnel rotation, ensuring fair distribution of call assignments, and maintaining optimal staffing levels while reducing manual scheduling overhead.

Background Information

Call Shift Rules are essential for maintaining consistent and equitable shift assignments across your department. These rules can be configured to rotate personnel automatically, prioritize awarding based on hours worked, or maintain static assignments depending on your department's operational needs. The system supports multiple rule types including rotating, hours-based, and static positioning. Common use cases include establishing fair overtime distribution, ensuring qualified personnel coverage for specialized calls, and maintaining consistent crew assignments for operational continuity.

Required Permissions

  • Access Scheduling
  • Access Setup

Video
 

 

Step-by-Step Guide
 

1. Click on Scheduling Setup.
 

2. Click on Call Shift Rules.
 

3. Here you can see existing rules. Click Add Rule.
 

 
Here you can see existing rules. Click Add Rule.
4. You can determine if you want to make this rule the default, as well as if you want to use global ranking. 
Info
Global Ranking allows for users associated with multiple qualifiers to have the ranking adjustment go across all of them. I.e., I was hit for a Firefighter qualifier, the ranking will also adjust in the Paramedic Qualifier.

 
You can Determine if you want to make this rule the default, as well as if you want to use global ranking.
5. Call Shift Logic allows you to have different settings for this specific rule. You could have the candidate method for all but this rule could be using the non-candidate method.
 
  1. You can turn the Candidate Method on, determine if you want to allow manual charging, and the Default Deadline and Worktype. 
     
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Call Shift Logic allows you to have different settings for this specific rule. You could have the candidate method for all but this rule could be using the non-candidate method.
6. The list sorting of Rotating allows you to: 
  • Change Ranking If
    • Always
    • Greater than
    • Greater than or equal to
    • Accumulate Hours Greater Than
  • Move If
    • Offered
    • Accepted
    • Deniend
    • No Answer
    • Contact Error
  • Move Order By
    • Acceptance
    • Original Position
  • Ranking Option- Allows you to determine when a user will be moved on the ranking list.
    • Last Date Accepted will move individuals when they accept
    • Last Date Worked will move individuals when they actually work
7. The Hours Based list sorting allows you to: 
  • Change Ranking If
    • Always
    • Greater than
    • Greater than or equal to
    • Accumulate Hours Greater Than
  • Apply Hours When
    • User Accepts
    • User Declines
    • User Contacted
    • No Answer 
    • If Candidate
  • Reset Hours 
    • Monthly 
    • Annually
    • Never
8. The Static list sorting places the most senior individuals at the top, and the list never rotates. 
The Static list sorting places the most senior individuals at the top, and the list never rotates.
9. In Call Shift Details you can:
  • Ignore Availability
  • Name the Rule 
  • Associate with Qualifiers
  • Determine wait time (if using the non-candidate method)
  • You can filter the list further down by:
    • Group 
    • Rank 
    • Rotation
    • Shifts
10. Tiered Call Shifts allow you to reach a larger group of users. You can:
  • Keep the Previous Tier Open
  • Qualifier
  • You can filter further down by Groups, Ranks, Rotations, and Shifts. 
11. Off to the side, you can see all the users who will be reached. When done, click Save. 
Off to the side, you can see all the users who will be reached. When done, click Save.

Best Practices

Configuration Recommendations: 
 

  1. Start with simple rule configurations before implementing complex multi-criteria systems 
     
  2. Test new rules with a small group of personnel before department-wide deployment 
     
  3. Document your rule logic and criteria for future reference and training purposes 
     
  4. Review rule performance regularly to ensure optimal assignment distribution
     

Operational Guidelines: 
 

  1. Coordinate rule implementation with shift supervisors to ensure smooth transitions 
     
  2. Maintain backup manual assignment procedures for system maintenance periods 
     
  3. Consider seasonal or operational changes that may require rule adjustments 
     
  4. Establish clear communication protocols for rule changes affecting personnel
     

Common Mistakes to Avoid: 
 

  1. Don't create overlapping rules that may conflict with each other
     
  2. Avoid overly complex configurations that become difficult to troubleshoot 
     
  3. Don't implement major rule changes during high-activity periods 
     
  4. Avoid creating rules without considering impact on overtime calculations and compliance requirements
     

Troubleshooting & FAQs

Common Issues:

Q: Personnel are not being assigned according to the new rule 
 

A: Verify that the rule is active and properly saved. 
 

Q: The ranking system isn't updating correctly 
 

A: Review your "Change Ranking If" and "Ranking Option" settings. Check for any manual overrides that may be affecting automatic ranking updates.
 

Q: Personnel are being moved incorrectly in the assignment queue 
 

A: Verify your "Move If" and "Move order by" settings align with your intended logic.