Purpose Statement

• Configure and manage how personnel record and track time worked outside of their regular scheduled shifts, including overtime, callbacks, training, and special assignments within the Fire/EMS scheduling system

Background Information

• Off Roster Settings control how personnel record time worked outside of their regular scheduled shifts
• This feature is essential for tracking overtime, callback time, training hours, special assignments, and administrative work
• Common use cases include documenting emergency callbacks, training sessions, administrative duties, and special event coverage
• Prerequisites include having work types defined, user roles configured, and approval hierarchies established
• Off roster entries directly impact payroll calculations, compliance reporting, and labor cost tracking

Required Permissions

• Access Scheduling
• Access Setup

Video

Step-by-Step Guide

1. Access Off-Roster Settings

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

  
  

1. Select Input Method

   • Choose between two available input methods at the top of the settings:
     • Set Start / End Time: Allows users to specify exact start and end times for off-roster work
     • Set number of hours worked: Allows users to simply enter the total hours worked
   • When "Set Start / End Time" is selected, you have the option to unlock the Start Date field
     

1. Configure Pay Rate Options

   • Enable the Pay Rate option to add an additional tab when adding off-roster entries on the Shift Board
   • This option allows users to input a straight pay amount for the off-roster work
   • Pay rate functionality provides flexibility for different compensation structures
     

1. Enable Approval Routing

   • Turn on Approval Routing to route Off Roster requests to specific individuals
   • Approval routing is based on the work type assigned to each off roster entry
   • This ensures proper oversight and approval chains for different types of work
     

1. Create Approval Rules

   • Click on Add Approval Rule to begin creating routing rules
   • Each rule can be configured for specific work types and approval workflows
     

1. Define Work Type for Approval Rule

   • Select the specific work type that the approval rule will affect
   • Work types help categorize different kinds of off-roster activities
   • Each work type can have its own unique approval requirements
     

1. Configure Approval Routing Destination

   • Choose where the approval request will be routed from the following options:
     • Notify On Duty Employee with the Qualifier of and Working On: Routes to qualified personnel currently on duty
     • Do not require approval: Allows automatic approval for certain work types
     • Specific Users: Routes to designated individual users for approval
     • Any Admin with approve/deny permission: Routes to any administrator with proper permissions
       

1. Save Configuration

   • Click Save for each individual approval rule after configuration
   • Click Save for all other settings changes made in the Off Roster Settings panel
   • Verify all configurations are properly saved before exiting the setup area
     

Best Practices

• Input Method Selection

• Use "Set Start / End Time" for departments that need precise time tracking for payroll accuracy
• Choose "Set number of hours worked" for simpler tracking when exact times are less critical
• Consider your payroll system requirements when selecting input methods
• Train personnel on the selected method to ensure consistent data entry

• Pay Rate Configuration

• Establish clear guidelines for when and how pay rates should be entered
• Monitor pay rate entries to ensure accuracy and consistency

• Approval Routing Best Practices

• Create approval rules that match your department's chain of command
• Use specific work types to ensure appropriate oversight for different activities
• Consider using "Do not require approval" sparingly and only for routine, low-risk activities
• Establish backup approval routes for when primary approvers are unavailable

• Common Mistakes to Avoid

• Don't create overly complex approval chains that slow down the process
• Avoid using "Do not require approval" for high-cost or sensitive work types
• Don't forget to train approvers on their responsibilities and the approval process
• Ensure approval rules don't conflict with department policies or union agreements

Troubleshooting & FAQs

Input Method Issues

• If users can't enter start/end times: Verify the correct input method is selected in settings
• For time calculation errors: Check that the input method matches your payroll requirements
• When start date fields are locked: Ensure the "unlock Start Date" option is enabled if needed

Pay Rate Problems

• If pay rate tab doesn't appear: Verify the Pay Rate option is enabled in settings
• When pay rates conflict with standard rates: Establish clear policies for pay rate usage

Approval Routing Issues

• If approvals aren't being routed: Check that Approval Routing is enabled and rules are properly configured
• For missing approvers: Verify that designated approvers have proper permissions and are active users
• When approvals get stuck: Ensure backup approval routes are established for coverage

Frequently Asked Questions 

1. Q: Can different work types have different input methods?
   
1. A: No, the input method applies to all off roster entries system-wide
   
2. Q: What happens if an approver is unavailable?
   
1. A: Consider setting up multiple approval routes or using "Any Admin" options for backup
   
3. Q: Can off roster entries be edited after submission? 
   
1. A: This depends on your approval workflow and system permissions
   
4. Q: How do off roster entries integrate with payroll?
   
1. A: Integration capabilities depend on your specific payroll system and configuration