Purpose Statement

This article explains how to initiate a Mandatory Fill from the Call Shifts sub-module in First Due. Mandatory Fills allow administrators to force-hire personnel to fill critical staffing needs, distinguishing them from standard Call Shifts which are voluntary work requests. When initiated from the Call Shifts module, Mandatory Fills place personnel on the schedule without assigning them to specific apparatus or positions, providing flexibility for administrators to deploy resources where needed most.

Background Information

Mandatory Fills are a critical staffing tool used by fire and EMS agencies to maintain minimum staffing requirements during periods of unexpected absences, high call volume, or other operational needs. Unlike voluntary Call Shifts where personnel can choose whether to work additional hours, Mandatory Fills enforce mandatory overtime policies as outlined in collective bargaining agreements and department policies.

The Mandatory Fill process typically follows a predetermined order based on factors such as seniority, certification levels, recent mandatory assignments, and FLSA compliance considerations. First Due's Call Shifts module automates the ranking and selection process, ensuring fair distribution of mandatory overtime while maintaining compliance with labor agreements.

Common scenarios requiring Mandatory Fills include:

• Last-minute sick calls creating staffing gaps
• Planned training events requiring backfill coverage
• Multiple concurrent incidents depleting available personnel
• Extended emergency operations requiring shift relief
• Seasonal staffing shortages during peak vacation periods

Mandatory Fills initiated through the Call Shifts module provide visibility into the mandatory rotation order and allow administrators to document force-hire decisions for labor relations and payroll purposes.

Required Permissions

Users must have the following permissions to initiate Mandatory Fills from the Call Shifts module:

• Access Call Shifts
  
• Initiate Call Shifts
  

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Step-by-Step Guide

1. Access the Call Shifts Module

Navigate to Scheduling > Call Shifts from the main menu. This opens the Call Shifts management interface.

2. Select Mandatory Fill Option

Click on the Mandatory tab within the Call Shifts interface to access Mandatory Fill functionality.

3. Initiate New Mandatory Fill

Click the New Mandatory Fill button to begin creating a mandatory staffing assignment.

4. Configure Time Parameters

Set the operational timeframe for the Mandatory Fill:

• Start Date and Time - Specify when the mandatory assignment begins
• End Date and Time - Specify when the mandatory assignment ends

Ensure these times align with your agency's shift schedule and minimum staffing requirements.

5. Set Personnel Qualifications

Choose the required qualifier(s) for the position being filled. This ensures only appropriately certified personnel appear in the selection list. Qualifications may include:

• Firefighter I/II certifications
• Paramedic or EMT certification levels
• Driver/Operator qualifications
• Specialized team certifications (Technical Rescue, Hazmat, etc.)
  

6. Apply Advanced Filtering Options (Optional)

Click Advanced Options to refine the personnel selection pool using additional criteria:

• Groups - Filter by organizational groups (Battalion, Division, etc.)
• Ranks - Limit selection to specific rank levels
• Rotations - Filter by shift rotation assignments (A, B, C shifts)
• On Duty - Select this option to show only personnel currently on duty who will be coming off shift when the mandatory period begins (useful for hold-over situations)
  

7. Generate Eligible Personnel List

Click Generate List to create the ranked list of eligible personnel based on your selected criteria. The system will calculate and display personnel in mandatory rotation order according to your agency's configured rules.

8. Review Selection Parameters

The selected filtering criteria and qualifications appear at the top of the generated list for verification. Below this, you'll see the ranked list of eligible personnel with their relevant information (rank, qualifications, last mandatory date, etc.).

9. Move Personnel Without Forcing (Optional)

If you need to adjust the list or indicate personnel who volunteered for the assignment:

• Click the down arrow next to a person's name to move them in the rotation order without marking them as forced

This is useful when someone volunteers to take a mandatory spot, preventing them from being marked as forced in the system.

10. Execute Mandatory Assignment

To force-hire an individual for the assignment:

• Click the checkmark next to the person's name
• The system will mark their status as Forced in the Call Shift record
  

There is no notification to the user that they have been forced. You must call them and inform them that they have been mandated. 

Best Practices

Planning and Communication

• Initiate Mandatory Fills as early as possible to provide maximum notice to affected personnel
• Review your agency's mandatory overtime policy and collective bargaining agreement provisions before processing Mandatory Fills
• Document the operational need justifying the Mandatory Fill for potential grievance review
• Ensure dispatch and shift commanders are aware of pending Mandatory Fills to coordinate staffing transitions

System Configuration

• Regularly review and update qualification requirements to ensure accurate personnel filtering
• Verify that your mandatory rotation rules in system settings reflect current labor agreements
• Set up Advanced Options filters as saved presets for commonly used mandatory scenarios

Fair Distribution

• Use the Advanced Options filters strategically to ensure equitable distribution of mandatory overtime across shifts and rotations
• Consider using the "On Duty" filter for hold-over situations to minimize impact on off-duty personnel
• Review the generated list before forcing personnel to verify the rotation order appears correct
• Document any deviations from standard rotation order with clear operational justification

Avoiding Common Mistakes

• Don't initiate Mandatory Fills without first checking for available volunteers through a regular Call Shift
• Avoid forcing personnel without verifying their current work hour totals for FLSA compliance
• Don't use Mandatory Fills for routine staffing—reserve them for genuine operational needs
• Never circumvent the mandatory rotation order without documented justification and notification to labor representatives

FLSA Compliance Considerations

• Track total work hours for the work period when processing Mandatory Fills to avoid excessive overtime violations
• Be aware of minimum rest period requirements between shifts when forcing hold-overs
• Document all mandatory assignments for accurate FLSA payroll calculations
• Consider staggered relief assignments for extended operations to manage work hour limits

Troubleshooting & FAQs

Issue: No personnel appear in the generated list after clicking Generate List

Solution: This typically occurs when filtering criteria are too restrictive. Try the following:

• Broaden the qualification requirements or remove optional qualifications
• Remove Advanced Options filters one at a time to identify the limiting factor
• Verify that personnel records have current certifications entered in the system
• Check that the time parameters don't conflict with existing assignments (personnel may already be scheduled)
• Ensure personnel are assigned to the Groups, Ranks, or Rotations you've filtered by

Issue: Unable to move or force a specific individual in the list

Solution: This may indicate a conflict or restriction:

• Check if the person already has an overlapping assignment during the Mandatory Fill timeframe
• Verify the user isn't marked as unavailable or on approved time off during the period
• Confirm the person meets all qualification requirements for the position
• Check for any administrative holds or restrictions on the personnel record
• Ensure you have appropriate permissions to modify assignments for this user

Frequently Asked Questions

Q: What's the difference between a Call Shift and a Mandatory Fill?

A: A Call Shift is a voluntary request for personnel to work additional hours—personnel can choose whether to accept. A Mandatory Fill enforces mandatory overtime policies, requiring selected personnel to work regardless of preference. Call Shifts should always be attempted before resorting to Mandatory Fills.

Q: Does initiating a Mandatory Fill automatically place the person on the Shift Board?

A: No. Mandatory Fills from the Call Shifts module place personnel on the schedule but don't assign them to specific apparatus or positions. After forcing someone, you'll need to manually assign them to the appropriate position on the Shift Board based on operational needs.

Q: Can I force multiple people for the same time period?

A: Yes. You can force as many personnel as needed to meet staffing requirements. Each forced individual will be marked separately and notified of their mandatory assignment. Be sure to document the operational justification for multiple mandatory assignments.

Q: What if someone refuses a Mandatory Fill assignment?

A: Refusal to report for a mandatory assignment is typically addressed through your agency's disciplinary procedures, not through First Due. The system will document the forced assignment and notification. Any disciplinary action for refusal to report should follow your department's policies and applicable labor agreements.

Q: How far in advance should I initiate a Mandatory Fill?

A: This depends on your collective bargaining agreement and department policies. Many agencies require minimum notification periods (such as 4, 8, or 24 hours). Initiate Mandatory Fills as early as operationally possible to maximize notification time and minimize impact on personnel.

Q: Can I cancel a Mandatory Fill after it's been initiated?

A: Yes, you can cancel or modify Mandatory Fills before they take effect. Access the Call Shift record and update the status or delete the assignment. Be sure to notify the affected individual immediately if canceling a forced assignment to prevent unnecessary reporting.