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Scheduling Setup: Time Frame Rules

Purpose Statement

Time Frame Rules allow organizations to establish minimum and maximum scheduling thresholds for personnel based on configurable criteria. These rules help organizations manage work-hour restrictions, monitor assignments, and enforce staffing requirements by applying either soft warnings or hard limits.

Organizations can configure Time Frame Rules using schedule groups, qualifiers, work types, and defined time periods to help maintain compliance with internal scheduling policies.

Background Information

Time Frame Rules are located under Scheduling → Setup → Time Frame Rules.

This section allows administrators to review existing rules and create new rules that establish scheduling restrictions for personnel.

Each rule can be configured with a minimum or maximum threshold and an enforcement method.

  • Minimum: Establishes a minimum number of hours associated with the rule.
  • Maximum: Establishes a maximum number of hours associated with the rule.
  • Soft Warning: Provides a warning when a configured threshold is reached or exceeded. Applicable warnings may be overridden by authorized users.
  • Hard Limit: Enforces a restriction based on the configured threshold.

Time Frame Rules can be configured using several criteria, including:

  • Schedule Groups
  • Time Windows
  • Qualifiers
  • Work Types
  • Threshold Hours
  • Call Shift Rules
  • Shift Board Warnings
  • Active Status

For example, an organization may configure a Time Frame Rule that limits personnel assigned to a medic unit to 48 hours within a three-day period.

When personnel are assigned to shifts, the system evaluates their assignments against applicable Time Frame Rules. Depending on the rule configuration, the system can display warnings or enforce restrictions.

Work limit violations can also be reviewed through the Violations tab on the Shift Board.

Required Permissions

The following permissions were verified against the Scheduling permission list.

Module and Configuration Access

  • Access Scheduling — Allows users to access the Scheduling module.
  • Access Setup — Allows users to update and modify settings within the Scheduling module.
  • Scheduling - Timeframe Rules - Manage — Permission associated with managing Time Frame Rules.

Video

Step-by-Step Guide

Accessing Time Frame Rules

Navigate to Scheduling Setup

  • Click the First Due logo.
  • Select Scheduling.
  • Click Setup.

 

 

  • Select Time Frame Rules.

 

 

Review Existing Time Frame Rules

  • Review the existing Time Frame Rules configured for your organization.
  • To create a new rule, select Add New Time Frame Rule.

 

 

Creating a Time Frame Rule

Enter the Rule Name

  • Enter a descriptive name for the Time Frame Rule.

 

 

  • Use a name that clearly identifies the restriction being configured.

    Example: Medic Unit 48-Hour Maximum

Select the Rule Type

  • Locate the Rule Type field.
  • Choose one of the available options:
    • Maximum: Establishes a maximum hour threshold.
    • Minimum: Establishes a minimum hour threshold.

 

 

Configure the Enforcement Method

  • Locate the Enforcement field.
  • Select the appropriate enforcement option:
    • Soft Warning: Displays a warning when the rule is violated.
    • Hard Limit: Enforces the configured scheduling restriction.

 

 

Configuring the Rule's Time Window

Select Schedule Groups

  • Locate the Schedule Groups field.
  • Select the applicable schedule groups if the rule should apply to specific groups.

 

 

Select the Time Window

  • Locate the Window field.
  • Select the appropriate window type:
    • Day - Will allow you to set the number of days and Start Date
    • Week - Will allow you to set a week start date
    • Month
    • Pay Period
    • FLSA Cycle - Will allow you to set the appropriate FLSA rule

 

 

 

Configuring Override Requirements and Qualifiers

Configure the Override Reason Requirement

  • Locate the option to Require Override Reason.
  • Enable this option if an explanation must be provided when an applicable override is performed.

 

 

  • Leave it disabled if an override reason is not required.

Select Applicable Qualifiers

  • Locate the Qualifiers selection field.
  • Choose the qualifiers that should be affected by the Time Frame Rule.

 

 

Configuring Warnings and Rule Status

Enable Shift Board Warnings

  • Locate the Show Warning on Shift Board option.
  • Enable this setting if applicable warnings should appear on the Shift Board.

 

 

Set the Rule Status

  • Locate the Active setting.
  • Enable this option to activate the Time Frame Rule.
  • Leave the rule inactive if it should not currently be enforced.

 

 

Configuring Call Shift Rules

Select the Call Shift Rule Behavior

  • Locate the Call Shift Rules field.
  • Configure how the Time Frame Rule interacts with Call Shifts.
  • The demonstrated configuration includes a None option.

 

 

Selecting Work Types

Configure Applicable Work Types

  • Locate the Work Types selection field.
  • Choose the Work Types that should be associated with the Time Frame Rule.

 

 

Saving the Time Frame Rule

Review the Rule Configuration

  • Verify the rule name, type, and enforcement method.
  • Confirm the selected time window and threshold hours.
  • Review the applicable schedule groups, qualifiers, and work types.
  • Confirm the warning and active settings.
  • Review the Call Shift Rules configuration.

Save the Time Frame Rule

  • Click Save.

 

 

  • The system creates the Time Frame Rule.
  • The newly created rule becomes available within the Time Frame Rules setup page.

Use Case Examples

Example 1: Maximum Hours on a Medic Unit

An organization wants to prevent personnel from working more than 48 hours on a medic unit within a three-day period.

Configuration:

  • Rule Type: Maximum
  • Enforcement: Hard Limit
  • Window: Day
  • Number of Days: 3
  • Threshold Hours: 48
  • Work Type: Applicable medic unit Work Type
  • Active: Enabled

This rule establishes a maximum hour restriction for assignments matching the selected criteria.

Example 2: Soft Warning for Excessive Hours

An organization wants scheduling personnel to receive a warning when an assignment exceeds a defined maximum hour threshold.

Configuration:

  • Rule Type: Maximum
  • Enforcement: Soft Warning
  • Threshold Hours: Organization-defined
  • Show Warning on Shift Board: Enabled
  • Require Override Reason: Enabled
  • Active: Enabled

This configuration provides a warning when the applicable work limit is exceeded and supports documenting an override reason.

Example 3: Minimum Scheduling Hours

An organization wants to establish a minimum number of scheduled hours within a particular evaluation period.

Configuration:

  • Rule Type: Minimum
  • Enforcement: Organization-defined
  • Window: Week
  • Threshold Hours: Organization-defined
  • Active: Enabled

This example illustrates how the minimum rule type can be configured. The specific operational behavior of minimum-hour enforcement was not demonstrated in the training video.

Best Practices

  • Use descriptive rule names: Identify the affected assignment type, threshold, or intended restriction.
  • Select the appropriate enforcement method: Determine whether the organization requires a warning or a hard restriction.
  • Configure accurate time windows: Ensure the selected window and duration reflect the intended scheduling policy.
  • Apply the correct qualifiers: Restrict rules to applicable personnel classifications.
  • Review Work Type selections: Confirm that the rule applies to the appropriate work assignments.
  • Require override documentation when appropriate: Use override reasons to document scheduling exceptions.
  • Enable Shift Board warnings: Provide scheduling personnel with visibility into applicable work limit violations.
  • Review Call Shift behavior: Confirm that the selected Call Shift Rules setting produces the intended eligibility behavior.
  • Verify rule activation: Confirm the Active setting before relying on the rule for scheduling restrictions.
  • Review existing rules: Avoid creating unnecessary duplicate or conflicting scheduling restrictions.

Troubleshooting & FAQs

Q: Where can I configure Time Frame Rules?

A: Navigate to Scheduling → Setup → Time Frame Rules.

Q: What is the difference between a minimum and maximum Time Frame Rule?

A: A minimum rule establishes a minimum hour threshold, while a maximum rule establishes a maximum hour threshold for the configured evaluation period.

Q: What is the difference between a Soft Warning and a Hard Limit?

A: A Soft Warning provides a warning when a rule is violated and may allow an authorized override. A Hard Limit enforces the configured restriction.

Q: What time windows are available for Time Frame Rules?

A: Time Frame Rules support Day, Week, Month, Pay Period, and FLSA Cycle windows.

Q: Can I apply a Time Frame Rule to specific personnel classifications?

A: Yes. The rule configuration includes a Qualifiers selection field that allows administrators to specify the affected qualifiers.

Q: Can I apply a Time Frame Rule to specific Work Types?

A: Yes. Work Types can be selected when configuring the rule.

Q: Can Time Frame Rules apply only to certain Schedule Groups?

A: Yes. Schedule Groups can be selected as part of the rule configuration.

Q: Can I require a reason when a rule is overridden?

A: Yes. The configuration includes a Require Override Reason option. Whether an override is available depends on the applicable rule behavior and user authorization.

Q: How do I display Time Frame Rule warnings on the Shift Board?

A: Enable the Show Warning on Shift Board option when configuring the Time Frame Rule.

Q: What happens when the Call Shift Rules field is set to None?

A: In the demonstrated configuration, selecting None excludes the affected individual from Call Shifts during the applicable time frame.

Q: Can I create a Time Frame Rule without immediately activating it?

A: Yes. The rule configuration includes an Active option that determines whether the rule is active.

Q: Where can I review Time Frame Rule violations?

A: Navigate to Scheduling → Shift Board → Violations to review applicable work limit violations.

Q: Why am I unable to access Time Frame Rules?

A: Verify that your account has Access Scheduling, Access Setup, and the appropriate Time Frame Rules management permissions. Contact your system administrator if access is unavailable.

Q: Why is a warning not appearing on the Shift Board?

A: Verify that the rule is active, that Show Warning on Shift Board is enabled, and that the assignment matches the configured rule criteria.