Purpose Statement

The External Scheduling Link feature allows administrators to securely share scheduling information with external stakeholders, such as mutual aid partners, neighboring departments, or administrative personnel who need view-only access to your department's scheduling data. This feature enables controlled, time-limited access to scheduling information without requiring full system access or creating additional user accounts.

Background Information

External scheduling links provide a secure method for sharing real-time scheduling information with individuals or organizations outside your department who don't have First Due accounts. This is particularly valuable for:

• Mutual Aid Coordination: Sharing apparatus availability and staffing levels with neighboring departments
• Administrative Oversight: Providing scheduling visibility to city/county administrators or board members
• Training Coordination: Allowing training facility coordinators to view shift schedules for planning purposes
• Vendor Scheduling: Enabling equipment maintenance vendors to coordinate service appointments around shift schedules

Each generated link is time-limited and can be revoked at any time, ensuring you maintain complete control over who can view your scheduling data. The shared view is read-only, preventing any modifications to your scheduling information. Links can be regenerated as needed when they expire or when you need to revoke access and create new credentials.

Required Permissions

To generate and manage external scheduling links, users must have:

• Access Scheduling 
  
• Access Setup 
  

Video

Step-by-Step Guide

Step 1: Navigate to Scheduling Setup

1. From the main navigation menu, click on Scheduling
2. Select Setup from the Scheduling dropdown menu
3. This opens the Scheduling configuration interface where system-level scheduling options are managed
   

Step 2: Access External Sharing Settings

1. Within the Scheduling Setup screen, locate and click on External Sharing
2. This section displays all currently active external sharing links and their management options
3. You'll see a list of any existing shared links, including their creation dates and expiration status
   

Step 3: Generate a New Shared Link

1. Click the Generate Shared Link button
   

1. The system will create a unique, time-limited URL for external access
2. A dialog box will appear displaying the newly generated link
   

Step 4: Copy and Distribute the Link

1. Click the Copy button or manually select and copy the entire shared link URL
2. Distribute the link through your preferred secure communication method (email, secure messaging, etc.)
3. Click OK when you've finished copying the link to close the dialog box
   

Important Distribution Notes:

• Share links only through secure communication channels
• Inform recipients about the link's expiration date
• Provide context about what scheduling information they'll be able to view
• Document who received the link for security audit purposes

Step 5: Manage Existing External Links

Once links are generated, you have several management options available in the External Sharing interface:

View Link Expiration Status:

• Each link displays its expiration date in the link list
• Expired links are clearly marked and no longer functional
• Review expiration dates regularly to ensure current recipients maintain access

Copy Existing Links:

• Use the copy function next to any active link to retrieve the URL again
• Useful when you need to share the same link with additional recipients
• No need to generate a new link if the current one is still valid and appropriate

Delete/Revoke Links:

• Click the delete or remove icon next to any link to immediately revoke access
• Deleted links become instantly inactive, even if not yet expired
• Use this function when personnel changes occur or when access should no longer be granted
• Consider generating a new link after deletion if you need to restore access with updated security
  

Best Practices

Security and Access Control:

• Generate new links with appropriate expiration timeframes based on the specific need (e.g., shorter durations for temporary mutual aid agreements, longer for ongoing administrative oversight)
• Regularly audit the list of active external sharing links and delete any that are no longer needed
• Keep a record of who receives each link and for what purpose
• Revoke and regenerate links when personnel changes occur at recipient organizations
• Never share links through unsecured communication channels like unencrypted email or text messages

Communication and Documentation:

• Clearly communicate to recipients what information they can access and what the limitations are (read-only, specific timeframe, etc.)
• Inform recipients before links expire so they can request renewal if access is still needed
• Document the business justification for each external link in your departmental records
• Establish a regular review schedule (monthly or quarterly) to evaluate whether active links are still necessary

Operational Efficiency:

• Avoid generating multiple links for the same purpose; reuse existing valid links when appropriate
• Set link expiration dates that align with natural review cycles (end of month, end of quarter, etc.)
• Consider creating a standardized process for link requests, approval, and distribution within your department
• Train other administrators on proper external link management to ensure consistency

Common Mistakes to Avoid:

• Sharing links with expiration dates that are too long, creating unnecessary security exposure
• Forgetting to revoke links when the business need ends
• Generating multiple redundant links for the same recipient instead of managing existing ones
• Failing to communicate expiration dates to recipients, causing unexpected access interruptions
• Not documenting who received links, making security audits difficult

Troubleshooting & FAQs

Troubleshooting

Issue: "I don't see the External Sharing option in Scheduling Setup"

• Solution: Verify you have Administrator or Scheduling Administrator permissions. Contact your system administrator to request the necessary permissions if you require this functionality. External sharing may also be disabled at the organization level; check with your IT department or First Due support.

Issue: "Recipients report they cannot access the scheduling information through the shared link"

• Solution:
  • Verify the link has not expired by checking the expiration date in the External Sharing list
  • Confirm you copied the entire URL, including all characters and parameters
  • Test the link yourself in an incognito/private browser window to replicate the external user experience
  • Check that the recipient's organization doesn't have firewall or security policies blocking access to First Due URLs
  • Regenerate the link if issues persist and provide the new URL to recipients

Issue: "I need to extend access for a recipient whose link is about to expire"

• Solution: Generate a new link and provide it to the recipient before the current one expires. First Due does not currently support extending expiration dates on existing links. Plan ahead by checking expiration dates regularly and communicating with recipients about upcoming renewals.

Issue: "I accidentally deleted a link that people are still using"

• Solution: Immediately generate a new link and distribute it to all affected recipients. Document this change and notify recipients of the new URL. Consider implementing an approval process for link deletion to prevent accidental revocations in the future.

Issue: "How do I know what information external users can see through the shared link?"

• Solution: Test the link yourself in a private browsing session to see exactly what external viewers will access. Typically, shared links provide read-only access to shift schedules, staffing assignments, and apparatus availability but do not expose detailed personnel information, payroll data, or administrative functions. 
  

Q: How long are external scheduling links valid? A: Link duration is set by system configuration and is active for one year after creation.

Q: Can I track who has accessed scheduling information through external links? A: No.

Q: Can external link recipients make changes to the schedule? A: No. External scheduling links provide read-only access. Recipients cannot modify schedules, request time off, or make any changes to scheduling data. All external access is strictly view-only for security purposes.

Q: What happens if someone tries to use an expired or deleted link? A: They will receive an error message indicating the link is no longer valid and will not be able to access any scheduling information. They'll need to contact you to request a new valid link if continued access is needed.

Q: Can I generate multiple links for different external groups with different expiration dates? A: No.