Availability Settings

Purpose Statement

• Define and configure how personnel availability is managed within the Fire/EMS scheduling system
• Provide flexible availability options that accommodate different departmental workflows and staffing needs

Background Information

• Availability settings determine the default availability status for all personnel and how they interact with shift scheduling
• This feature is critical for departments that rely on call shifts, overtime assignments, and flexible scheduling arrangements
• Common use cases include managing volunteer availability, part-time staff scheduling, and overtime shift distribution
• Prerequisites include having personnel records configured, shift structures established, and user roles properly assigned

Required Permissions

• Module Admin permissions for the Scheduling module
• Setup and Configuration permissions
• User Management permissions to apply settings to personnel groups
• Scheduling permissions to monitor availability impacts

Video

Step-by-Step Guide

• Access Availability Settings

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

• Select Availability Method

• Choose from three available options based on your department's workflow:
  • Assignment-Based: Allows personnel to select specific assignments they are available for
  • Available: Assumes personnel are always available unless they mark themselves unavailable
  • Unavailable: Assumes personnel are always unavailable unless they mark themselves available
    

• Configure Assignment Based Settings (if selected)

• Personnel will see assignment-specific availability options in their My Shifts view
• Users can select which specific assignments they are available for
• This option provides granular control over availability by assignment type
• Best suited for departments with specialized roles or varying assignment types
  

• Configure Available Settings (if selected)

• Personnel are automatically marked as available for all shifts by default
• Users must actively mark themselves unavailable for specific dates or periods
• This option assumes maximum availability and requires opt-out actions
• Best suited for departments where most personnel are regularly available
  

• Configure Unavailable Settings (if selected)

• Personnel are automatically marked as unavailable for all shifts by default
• Users must actively mark themselves available for specific dates or periods
• This option assumes minimal availability and requires opt-in actions
• Best suited for volunteer departments or part-time staffing models
  

• Enable Call Shift Auto-Accept Feature

• Check the "Enable Call Shift Auto-Accept" option if desired
• This allows end-users to mark specific days as auto-accepting for call shifts
• Personnel can pre-authorize automatic acceptance of call shift notifications
• Reduces response time for urgent shift coverage needs
  

             

• Configure Lock Availability Settings

• Set the "Lock Availability" timeframe in hours
• This prevents personnel from removing their availability within the specified hours prior to a shift
• Helps ensure staffing commitments are maintained close to shift start times
• Prevents last-minute availability changes that could impact coverage
  

• Save Configuration

• Review all selected settings before finalizing
• Click Save to apply the availability settings to the system
• Test the configuration with a small group before full deployment
  

Best Practices

• Choosing the Right Availability Method

• Use Assignment Based for departments with specialized roles or complex assignment structures
• Select Available for career departments with regular staffing expectations
• Choose Unavailable for volunteer departments or highly flexible scheduling needs
• Consider your department's culture and communication preferences when selecting methods

• Auto-Accept Configuration

• Enable Call Shift Auto-Accept for departments that frequently need emergency coverage
• Train personnel on proper use of auto-accept to prevent over-commitment
• Monitor auto-accept usage to ensure it's being used appropriately
• Consider limiting auto-accept to specific assignment types or personnel levels

• Lock Availability Best Practices

• Set lock periods that balance flexibility with staffing security (typically 12-48 hours)
• Communicate lock periods clearly to all personnel during training
• Establish override procedures for genuine emergencies or personal issues
• Consider different lock periods for different types of assignments

• Common Mistakes to Avoid

• Don't change availability methods frequently as it creates confusion
• Avoid setting lock periods that are too restrictive and reduce personnel satisfaction
• Don't enable auto-accept without proper training and guidelines
• Ensure availability settings align with your department's scheduling policies

Troubleshooting & FAQs

Availability Display Issues

• If personnel don't see expected availability options: Verify their user roles and permissions
• For incorrect default availability status: Check which availability method is selected in settings
• When availability changes don't save: Ensure users have proper permissions and aren't within lock periods
  

• If auto-accept isn't working: Verify the feature is enabled and users have configured their preferences
• For over-acceptance issues: Review personnel training 

Lock Availability Issues

• If users can't change availability when they should be able to: Check the lock timeframe settings
• For lock periods that seem too restrictive: Consider adjusting the hours
• When emergency changes are needed: Understand admin override capabilities for critical situations

Frequently Asked Questions

• Q: Can different personnel have different availability methods?
  
• A: No, the availability method applies system-wide to all personnel
  
• Q: How does availability interact with scheduled shifts?
  
• A: Availability affects call shifts and overtime; regular scheduled shifts are separate
  
• Q: Can availability settings be changed after implementation?
  
• A: Yes, but changes should be communicated clearly and may require retraining
  
• Q: What happens if someone is marked available but doesn't respond to calls?
  
• A: The system will move to the next available person based on your call procedures