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Setting Up Trade Disclaimers

Purpose Statement

The Trade Request Disclaimer feature allows administrators to configure and display a custom disclaimer message that users must acknowledge before submitting or accepting shift trade requests. This ensures that all personnel understand and agree to departmental policies, labor agreement terms, union requirements, or FLSA compliance rules related to shift trades before the trade is processed. By requiring explicit acknowledgment, this feature creates accountability and helps departments maintain documentation of policy compliance.

Background Information

Many fire and EMS departments have specific policies governing shift trades, including restrictions on overtime accumulation, minimum staffing requirements, union approval processes, or supervisory review requirements. Trade disclaimers serve as a critical compliance tool by ensuring every person involved in a trade request explicitly acknowledges these policies before the trade moves forward.

The disclaimer can be configured to appear at two different points in the trade workflow: at submission (when the requesting user initiates the trade) or at acceptance (when another user agrees to take the shift). This flexibility allows departments to tailor the disclaimer timing to their specific operational needs and policy requirements. For example, departments with union agreements may require acknowledgment at submission, while departments focused on FLSA compliance may prefer acknowledgment at acceptance when the trade is finalized.

Required Permissions

To configure trade request disclaimers, users must have:

  • Access Scheduling 
  • Access Setup 

Video

Step-by-Step Guide
 

Step 1: Access Scheduling Setup

Navigate to Scheduling in the main menu, then select Setup from the dropdown options.
 

Step 2: Open Time Off Settings

In the Scheduling Setup area, locate and click on Time Off Settings. This section controls various aspects of time-off and trade request functionality.
 

Step 3: Navigate to Trade Settings

Within Time Off Settings, click on Trade Settings to access trade-specific configuration options.
 

Step 4: Enable the Trade Disclaimer

Locate the Trade Disclaimer toggle switch and turn it ON. This activates the disclaimer feature for your department.
 

Step 5: Create Your Disclaimer Content

Click the Edit Disclaimer button to open the disclaimer text editor. Type the disclaimer message that users must acknowledge regarding shift trades. This should include:

  • Relevant departmental policies
  • Labor agreement terms
  • Union requirements (if applicable)
  • FLSA compliance reminders
  • Any restrictions or approval requirements
     

When you've finished composing your disclaimer, click Save.
 

Step 6: Choose Disclaimer Timing

Select when users will see and must acknowledge the disclaimer:

  • At the time of submission: The requesting user must agree to the disclaimer when they click Submit Request to initiate a trade
  • At the time of acceptance: The accepting user must agree to the disclaimer when they go to accept the trade request
     

Choose the timing that best aligns with your department's policies and workflow requirements.

Step 7: Save Configuration

Click Save to finalize your trade disclaimer settings. The disclaimer will now be active and will appear at the timing you selected.
 

Best Practices

Crafting Effective Disclaimers:

  • Keep disclaimer language clear and concise while covering all necessary policy points
  • Include specific references to union contracts, labor agreements, or departmental SOPs when applicable
  • Specify any consequences for policy violations to ensure users understand the importance
  • Have your legal counsel or HR department review the disclaimer language before implementation

Choosing Disclaimer Timing:

  • Use "At the time of submission" when you want the requesting user to acknowledge policies before initiating any trade, which is ideal for departments with strict pre-approval requirements
  • Use "At the time of acceptance" when the accepting user needs to confirm their understanding of obligations, which works well for departments focused on ensuring the person taking the shift understands their responsibilities
  • Consider your department's specific workflow and which point in the process creates the most appropriate accountability checkpoint

Maintenance and Updates:

  • Review and update disclaimer language annually or whenever policies change
  • Document when disclaimers are updated and communicate changes to all personnel
  • Keep records of disclaimer versions for compliance documentation purposes

Common Mistakes to Avoid:

  • Don't create overly lengthy disclaimers that users may skip reading
  • Avoid vague language that doesn't clearly communicate expectations
  • Don't forget to save configuration changes before exiting the setup screen
  • Don't enable the disclaimer without first informing your personnel about the new requirement

Troubleshooting & FAQs

Q: Can I have different disclaimers for different types of trades? 

A: Currently, the system supports one disclaimer that applies to all shift trade requests. If you need to communicate different policies for different situations, include all relevant information in a single comprehensive disclaimer.

Q: What happens if a user doesn't agree to the disclaimer? 

A: If a user doesn't check the acknowledgment box, they cannot proceed with submitting or accepting the trade request (depending on your timing setting). The trade process cannot continue without disclaimer acceptance.

Q: Can I require both submission and acceptance disclaimers? 

A: Yes.

Q: Will users see the disclaimer every time they trade shifts? 

A: Yes, users must acknowledge the disclaimer each time they submit or accept a trade request (based on your configuration). This ensures ongoing compliance and prevents users from claiming they forgot the policy requirements.

Q: Can I edit the disclaimer after it's been activated? 

A: Yes, you can return to Trade Settings at any time to edit the disclaimer content. However, previously submitted/accepted trades will not be retroactively affected by the change.

Q: Does the system keep records of disclaimer acknowledgments? 

A: Yes, the system maintains records of which users acknowledged the disclaimer and when, providing audit documentation for compliance purposes.

Issue: Disclaimer not appearing for users

  • Solution: Verify that the Trade Disclaimer toggle is turned ON in Trade Settings and that you clicked Save after making changes. Have users log out and back in to refresh their session.

Issue: Unable to edit disclaimer text

  • Solution: Confirm you have the appropriate administrator permissions. If the Edit Disclaimer button is grayed out, contact your system administrator to verify your permission level.