Automatic Shift Reminder Settings

Automatic Shift Reminder Settings

Purpose Statement

Automated Shift Reminders enable administrators to configure automatic notifications that alert personnel about their upcoming shifts. This feature helps reduce no-shows, improves shift coverage reliability, and ensures personnel have adequate time to prepare for their assigned duties. By automating this communication process, agencies can maintain consistent reminder delivery without requiring manual intervention from scheduling staff.

Background Information

Shift reminders are a proactive communication tool designed to keep personnel informed about their upcoming work assignments. These automated messages can be customized based on shift type and timing preferences, ensuring personnel receive timely notifications through the First Due platform. This feature is particularly valuable for departments managing complex scheduling patterns, multiple shift types, or personnel who work variable schedules. Automated reminders reduce the administrative burden on scheduling officers while improving overall shift compliance and reducing last-minute staffing gaps.

Required Permissions

To configure automated shift reminders, users must have:

  • Access Scheduling
  • Access Setup 

Video


Step-by-Step Guide

Step 1: Access Scheduling Setup

Navigate to Scheduling > Setup from the main navigation menu. This will open the scheduling configuration dashboard where various scheduling features can be managed.




Step 2: Locate Shift Reminders Section

Scroll to the Shift Reminders section within the Scheduling Setup area. This section controls all automated message settings for upcoming shifts.

Step 3: Enable Shift Reminders

Toggle the Remind Employees setting to the "On" position. This activates the automated shift reminder functionality for your agency.




Step 4: Configure Reminder Timing

In the hours field, enter the number of hours before a shift starts when the reminder message should be delivered. For example:

  • Enter "24" for reminders one day before the shift
  • Enter "12" for reminders half a day before the shift
  • Enter "4" for reminders four hours before the shift

Consider your personnel's typical commute times and preparation needs when setting this value.

Step 5: Select Applicable Work Types

Choose which work types will trigger automated reminder messages. Click on the work type selector and check the boxes next to each relevant work type, such as:

  • Regular shifts
  • Overtime shifts
  • Training assignments
  • Special details
  • On-call rotations

You can select multiple work types to ensure comprehensive reminder coverage across different assignment categories.

Step 6: Save Configuration

Click the Save button to apply your shift reminder settings. The system will immediately begin sending automated reminders based on your configuration for all future shifts matching the selected work types.




Best Practices

Timing Considerations:

  • Set reminder timing to allow adequate preparation time (typically 12-24 hours is recommended)
  • Avoid very short reminder windows (under 4 hours) that may not provide sufficient preparation time
  • Consider shift length and complexity when determining reminder timing

Work Type Selection:

  • Enable reminders for all mandatory shift types to ensure compliance
  • Consider excluding certain administrative or training assignments if immediate notification isn't critical
  • Review and update work type selections periodically as scheduling patterns change

Communication Strategy:

  • Inform personnel about the automated reminder system during implementation
  • Encourage personnel to maintain current contact information in their profiles
  • Establish a process for personnel to confirm shift awareness beyond automated reminders

Monitoring and Optimization:

  • Track no-show rates before and after implementing automated reminders
  • Gather feedback from personnel about reminder timing effectiveness
  • Adjust reminder timing or work type selections based on operational experience

Common Mistakes to Avoid:

  • Setting reminder times too close to shift start (insufficient preparation time)
  • Failing to select all relevant work types (incomplete reminder coverage)
  • Not communicating the new system to personnel (confusion about notification sources)
  • Forgetting to verify personnel contact information is current before enabling

Troubleshooting & FAQs

Troubleshooting & FAQs

Issue: Personnel report not receiving shift reminders

  • Solution: Verify that the work type assigned to their shift is included in the reminder configuration. Check that the employee has valid contact information (phone number/email) in their user profile. Confirm that "Remind Employees" is toggled on and settings have been saved.

Issue: Reminders are being sent at incorrect times

  • Solution: Review the hours setting in the configuration. Remember this value represents hours BEFORE the shift start time. Recalculate if needed and save the updated setting.

Issue: Too many reminder notifications being sent

  • Solution: Review your selected work types and deselect any that don't require automated reminders. Consider consolidating similar work types if they're creating notification overload.

  • Q: Can different work types have different reminder times?
    • A: Currently, the shift reminder system uses a single time setting that applies to all selected work types. All personnel assigned to enabled work types will receive reminders at the same interval before their shift starts.
  1. Q: What happens if someone is assigned to multiple shifts?
    1. A: Personnel will receive a separate reminder for each shift they're assigned to, provided those shifts fall under the selected work types and meet the timing criteria.
  2. Q: Can personnel opt out of receiving shift reminders?
    1. A: Shift reminders are controlled at the agency level for consistency. Individuals can change the notification preferences on how the reminders are received. 
  3. Q: Do shift reminders work for schedule changes or only initial assignments?
    1. A: Shift reminders are generated based on the current schedule at the time the reminder window is reached. If a shift assignment changes after the reminder has been sent, a new reminder will not be automatically generated.


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