Purpose Statement

The Scheduling Dashboard serves as the primary landing page when accessing the Scheduling module, providing personnel with immediate visibility into their current shift assignments, available time off, important announcements, and scheduled events. This centralized view eliminates the need to navigate multiple screens to find essential information, enabling personnel to quickly assess their schedule status and stay informed about department communications.

Background Information

The Dashboard functions as a personalized command center within the Scheduling module, automatically displaying relevant information based on the logged-in user's profile and current schedule status. Unlike static information pages, the Dashboard dynamically updates to reflect real-time changes in assignments, new announcements, time off balance adjustments, and upcoming events.

Common Use Cases:

• Checking current shift assignments and crew composition before arriving at the station
• Monitoring available time off hours for vacation or sick leave planning
• Staying informed about department announcements and policy changes
• Viewing upcoming events and training activities
• Verifying riding positions and apparatus assignments

Key Benefits:

• Provides at-a-glance visibility of critical scheduling information
• Reduces time spent searching for assignment details across multiple screens
• Keeps all personnel informed through centralized announcement distribution
• Supports proactive time off management through visible balance tracking
• Enhances crew awareness by showing complete assignment rosters

Required Permissions

The following permissions control access to various Dashboard components:

Basic Dashboard Access:

• Access Dashboard - User can access their own scheduling dashboard, which includes important announcements, events/activities, and time off bank balances
  
• Access Scheduling - User can access the scheduling module

Announcement Management:

• Dashboard - Manage Announcements - User can post and delete announcements via the scheduling dashboard (required for creating, editing, or removing announcements visible to all users)

Time Off Visibility:

• Access Time Off - User can access time off information displayed in the Time Off Bank section

Event Viewing:

• View Activities - View event activities assigned to the user

Video

Step-by-Step Guide

Accessing the Dashboard

1. Navigate to Scheduling > Dashboard from the main menu
2. The Dashboard will load automatically, displaying your personalized information
   

Understanding Dashboard Components

Profile Section

1. Locate your profile display in the upper portion of the Dashboard
2. Verify the following information appears correctly:
   • Your uploaded photo or default avatar
   • Your full name as listed in your personnel record
   • Your rank and assigned groups (displayed below your name)
3. If any information appears incorrect, contact your system administrator for profile updates
   

Announcements Section

1. Review the Announcements area for important department communications
2. Each announcement displays:
   • Title of the announcement
   • Posted date and time
   • Full announcement text or message
   • Name of the administrator who posted it (if enabled)
3. Scroll through multiple announcements if several are posted
4. Note that announcements appear in chronological order, with the most recent first
   

Managing Announcements (For Authorized Personnel Only)

Creating a New Announcement:

1. Click the Create Announcement button (if you have the Dashboard - Manage Announcements permission)
   

1. Enter a clear, descriptive title in the Title field
2. Type your announcement message in the content area
3. Review the announcement for accuracy and clarity
4. Click Post to publish the announcement to all users' Dashboards
   

1. Confirm the announcement appears in the Announcements section
   

Editing an Existing Announcement:

1. Locate the announcement you need to modify
2. Click the Edit icon next to the announcement
   
3. Make your changes to the title or content
4. Click Save to apply changes across all users' Dashboards
   

Important: Remember that edits affect all users immediately

Deleting an Existing Announcement:

1. Find the announcement that is no longer relevant
2. Click the Delete icon next to the announcement
3. Confirm the deletion when prompted
   

Critical: Deletion removes the announcement from all users' Dashboards permanently

Today's Assignment Section

1. Check the Today's Assignment area to see if you are scheduled for the current date
2. If assigned, the section displays:
   • Your apparatus or unit assignment
   • Complete crew roster showing all personnel assigned to the same unit
   • Each crew member's name and riding position
3. Identify your riding position using the icon displayed next to your name
4. Review the entire crew composition to understand staffing for your shift
5. If no assignment appears, you are not scheduled to work today or the shift hasn't started yet
   

Time Off Bank Section

1. Locate the Time Off Bank section showing your accrual balances
2. Understand the two main displays:
   • Bank of Hours: Shows available balance and total earned hours for each time off type
   • Time Off Requests: Visual calendar showing used time off throughout the year
3. Review available balances by time off type:
   • Each type appears in a different color (e.g., Sick = one color, Vacation = another color)
   • Colors are customized by your department's configuration
4. Examine the Time Off Requests calendar:
   • Each month displays the amount and type of time off used
   • Color-coded bars indicate which type was used
   • Hover over entries for detailed information
5. Use this information to plan future time off requests based on available balances
   

Events Section

1. Check the Events section for activities occurring today
2. Each event listing shows:
   • Event name or description
   • Start and end times
   • Event location (if configured)
3. Events appear only if:
   • They occur on the current date
   • You are specifically assigned to or associated with them
4. Click on an event for more detailed information (if your permissions allow)
5. Note that completed or past events for today may still appear until the date changes
   

Best Practices

Daily Dashboard Review:

• Check the Dashboard at the beginning of each workday to stay informed about assignments and announcements
• Verify your Today's Assignment before reporting to duty to ensure you're prepared for your riding position
• Review announcements regularly, as they may contain time-sensitive department communications

Time Off Management:

• Monitor your Time Off Bank regularly to understand available balances before requesting time off
• Use the visual calendar to identify patterns in your time off usage throughout the year
• Plan major time off requests (like vacation) well in advance based on your accrual rate

Announcement Responsibilities (For Authorized Personnel):

• Write clear, concise announcements that convey important information without excessive detail
• Use descriptive titles that allow users to quickly identify announcement topics
• Delete outdated announcements promptly to keep the Dashboard uncluttered
• Consider timing when posting announcements (post shift change information well before the shift)
• Remember that all users see the same announcements, so keep content professional and appropriate

Profile Accuracy:

• Ensure your profile photo is current and professional (contact your administrator if updates are needed)
• Verify that your rank and groups display correctly, as this affects assignment visibility
• Report any profile discrepancies to your system administrator immediately

Event Awareness:

• Check the Events section regularly to stay informed about training, meetings, or special activities
• Note event times to avoid scheduling conflicts
• Contact event coordinators if you have questions about listed activities

Mobile Access:

• Access the Dashboard through the First Due mobile app for on-the-go schedule checking
• Enable push notifications for new announcements if your department uses this feature
• Bookmark the Dashboard page for quick access from mobile browsers

Troubleshooting & FAQs

Dashboard Access Issues

Q: I can log into First Due but don't see the Dashboard option in the Scheduling menu.

A: This indicates missing permissions. Contact your system administrator to verify that you have been granted the "Access Dashboard" permission. This is a basic permission required for all Scheduling module users.

Q: The Dashboard loads but appears completely blank or shows no sections.

A: Try these steps:

1. Refresh your browser page (press F5 or click the refresh button)
2. Clear your browser cache and cookies, then log in again
3. Try accessing the Dashboard from a different browser
4. Check with colleagues to see if they're experiencing similar issues (may indicate a system-wide problem)
5. Contact your system administrator if the problem persists

Profile Display Problems

Q: My photo isn't displaying correctly or shows a generic avatar.

A: Your profile may not have a photo uploaded. Contact your system administrator to request a photo upload to your personnel record. In some departments, users cannot upload their own photos due to standardization requirements.

Q: My rank or groups are displayed incorrectly.

A: This information pulls directly from your personnel record. Contact your system administrator to update your rank or group assignments in the Personnel module. Changes will reflect on the Dashboard after the update is saved.

Announcement Issues

Q: I have the Manage Announcements permission but don't see buttons to create, edit, or delete announcements.

A: Verify with your system administrator that your role has the exact permission "Dashboard - Manage Announcements" enabled. Some departments restrict announcement management to specific administrative roles. Your browser cache may also need clearing to display the management buttons.

Q: I deleted an announcement but it's still appearing on my Dashboard.

A: Try refreshing your browser. Announcement deletions should be immediate, but browser caching may cause a brief delay. If the announcement persists after refreshing, contact your system administrator to verify the deletion was processed correctly.

Q: How long do announcements remain visible on the Dashboard?

A: Announcements remain visible indefinitely until manually deleted by someone with appropriate permissions. Your department should establish policies for announcement retention and cleanup.

Assignment Display Problems

Q: I'm scheduled to work today but Today's Assignment section shows nothing.

A: Several factors could cause this:

• Your shift may not have officially started yet (some systems don't display assignments until shift start time)
• You may be assigned to Off Roster or a non-apparatus assignment that doesn't display in this section
• There may be a synchronization delay between the Shift Board and Dashboard
• Check the Shift Board directly to verify your assignment status

Q: The crew roster shows personnel I don't recognize or who aren't actually assigned today.

A: This could indicate:

• Recent assignment changes that haven't fully synchronized
• Personnel from a different shift if rotations are displaying incorrectly
• A configuration issue with assignment groupings Contact your scheduling administrator to investigate crew roster discrepancies.

Q: I don't see riding position icons next to crew members' names.

A: Riding positions may not be configured for your assignments or apparatus. Contact your system administrator if position tracking is important for your operational needs. Some departments don't use riding position indicators on the Dashboard.

Time Off Bank Issues

Q: My Time Off Bank shows incorrect balances or is missing time off types.

A: Time Off Bank data pulls from your accrual profile and time off history. Contact your system administrator to:

• Verify your accrual profile is correctly configured
• Check that all time off types are properly set up for your personnel record
• Review recent time off approvals or adjustments that may have affected balances

Q: The Time Off Requests calendar doesn't show time off I know was approved.

A: This can occur if:

• The time off request status is pending rather than approved
• The time off was entered as an assignment change rather than a formal time off request
• There's a display lag in updating the visual calendar Check your actual time off requests in the Time Off module to verify approval status.

Q: Time Off Bank colors don't match what I see on the Shift Board.

A: Color schemes for time off types are configured at the department level and should be consistent across modules. If you notice discrepancies, report this to your system administrator as it may indicate a configuration issue requiring correction.

Event Display Problems

Q: I'm assigned to an event today but it's not appearing in the Events section.

A: Verify that:

• You are specifically assigned to the event (not just your apparatus or unit)
• The event date is correctly set to today
• Your permissions include "View Activities" for event visibility
• The event hasn't been cancelled or rescheduled Check the Events module directly or contact whoever manages event assignments for clarification.

Q: I see events I'm not supposed to attend or am not assigned to.

A: This may indicate:

• You were assigned to the event but not notified
• Your apparatus or unit was assigned, automatically including all members
• There's an assignment error that needs correction Contact the event coordinator or your supervisor to clarify your participation requirements.