Purpose Statement

• Define and configure how personnel availability is managed within the Fire/EMS scheduling system
• Provide flexible availability options that accommodate different departmental workflows and staffing needs

Background Information

• Availability settings determine the default availability status for all personnel and how they interact with shift scheduling
• This feature is critical for departments that rely on call shifts, overtime assignments, and flexible scheduling arrangements
• Common use cases include managing volunteer availability, part-time staff scheduling, and overtime shift distribution
• Prerequisites include having personnel records configured, shift structures established, and user roles properly assigned

Required Permissions

• Module Admin permissions for the Scheduling module
• Setup and Configuration permissions
• User Management permissions to apply settings to personnel groups
• Scheduling permissions to monitor availability impacts

Video
 

Step-by-Step Guide
 

• Access Availability Settings

• Click on Scheduling from the main navigation menu
• Select Setup from the Scheduling submenu
• Click on Availability Settings to open the configuration panel
   

• Select Availability Method

• Choose from three available options based on your department's workflow:
  • Assignment-Based: Allows personnel to select specific assignments they are available for
  • Available: Assumes personnel are always available unless they mark themselves unavailable
  • Unavailable: Assumes personnel are always unavailable unless they mark themselves available
     

• Configure Assignment Based Settings (if selected)

• Personnel will see assignment-specific availability options in their My Shifts view
• Users can select which specific assignments they are available for
• This option provides granular control over availability by assignment type
• Best suited for departments with specialized roles or varying assignment types
   

• Configure Available Settings (if selected)

• Personnel are automatically marked as available for all shifts by default
• Users must actively mark themselves unavailable for specific dates or periods
• This option assumes maximum availability and requires opt-out actions
• Best suited for departments where most personnel are regularly available
   

• Configure Unavailable Settings (if selected)

• Personnel are automatically marked as unavailable for all shifts by default
• Users must actively mark themselves available for specific dates or periods
• This option assumes minimal availability and requires opt-in actions
• Best suited for volunteer departments or part-time staffing models
   

• Enable Call Shift Auto-Accept Feature

• Check the "Enable Call Shift Auto-Accept" option if desired
• This allows end-users to mark specific days as auto-accepting for call shifts
• Personnel can pre-authorize automatic acceptance of call shift notifications
• Reduces response time for urgent shift coverage needs
   

            

• Configure Lock Availability Settings

• Set the "Lock Availability" timeframe in hours
• This prevents personnel from removing their availability within the specified hours prior to a shift
• Helps ensure staffing commitments are maintained close to shift start times
• Prevents last-minute availability changes that could impact coverage
   

• Configure Show Available Users 
 

1. When Available is chosen as the Default User Status, you can choose to show those that are Unavailable on the Shift Board.
    
2. Enabling will allow them to appear in the Availability Tab on the Shift Board 
3. Disabling will hide them from the Availability Tab on the Shift Board
    

• Choose whether to allow all Work Types or only select Work Types

• Review all selected settings before finalizing
• Click Save to apply the availability settings to the system
• Test the configuration with a small group before full deployment
   

 

Best Practices

• Choosing the Right Availability Method

• Use Assignment Based for departments with specialized roles or complex assignment structures
• Select Available for career departments with regular staffing expectations
• Choose Unavailable for volunteer departments or highly flexible scheduling needs
• Consider your department's culture and communication preferences when selecting methods

• Auto-Accept Configuration

• Enable Call Shift Auto-Accept for departments that frequently need emergency coverage
• Train personnel on proper use of auto-accept to prevent over-commitment
• Monitor auto-accept usage to ensure it's being used appropriately
• Consider limiting auto-accept to specific assignment types or personnel levels

• Lock Availability Best Practices

• Set lock periods that balance flexibility with staffing security (typically 12-48 hours)
• Communicate lock periods clearly to all personnel during training
• Establish override procedures for genuine emergencies or personal issues
• Consider different lock periods for different types of assignments

• Common Mistakes to Avoid

• Don't change availability methods frequently as it creates confusion
• Avoid setting lock periods that are too restrictive and reduce personnel satisfaction
• Don't enable auto-accept without proper training and guidelines
• Ensure availability settings align with your department's scheduling policies

Troubleshooting & FAQs

Availability Display Issues

• If personnel don't see expected availability options: Verify their user roles and permissions
• For incorrect default availability status: Check which availability method is selected in settings
• When availability changes don't save: Ensure users have proper permissions and aren't within lock periods
   

• If auto-accept isn't working: Verify the feature is enabled and users have configured their preferences
• For over-acceptance issues: Review personnel training 

Lock Availability Issues

• If users can't change availability when they should be able to: Check the lock timeframe settings
• For lock periods that seem too restrictive: Consider adjusting the hours
• When emergency changes are needed: Understand admin override capabilities for critical situations

Frequently Asked Questions

• Q: Can different personnel have different availability methods?
  • A: No, the availability method applies system-wide to all personnel
     
• Q: How does availability interact with scheduled shifts?
  • A: Availability affects call shifts and overtime; regular scheduled shifts are separate
     
• Q: Can availability settings be changed after implementation?
  • A: Yes, but changes should be communicated clearly and may require retraining
     
• Q: What happens if someone is marked available but doesn't respond to calls?
  • A: The system will move to the next available person based on your call procedures