Purpose Statement

This article explains how to assign an employee to fill an open vacancy on the Shift Board in First Due. This feature allows scheduling administrators and supervisors to quickly fill unfilled shifts by selecting available personnel and configuring assignment details such as work type, project codes, and time parameters. By efficiently managing vacancies, departments can maintain optimal staffing levels and ensure adequate coverage for all operational needs.

Background Information

Vacancies on the Shift Board represent unfilled positions that require staffing during specific time periods. These may occur due to scheduled time off, unexpected absences, increased staffing requirements, or special events. The vacancy filling process is a critical component of workforce management, enabling real-time adjustments to maintain compliance with minimum staffing requirements and operational readiness standards.

This feature integrates with your department's overall scheduling system, allowing you to track who fills each vacancy, what type of work they're performing, and any associated project codes for accurate time tracking and payroll processing. Once an employee is assigned to fill a vacancy, the Shift Board updates automatically to reflect current staffing levels.

Common Use Cases:

• Covering last-minute call-offs or sick leave
• Filling voluntary overtime opportunities
• Staffing special events or mutual aid responses
• Addressing mandatory staffing requirements
• Assigning personnel to specific projects or grant-funded positions

Required Permissions

To fill a vacancy on the Shift Board, users must have:

• Access Scheduling 
  
• Access Shift Board
  
• Add/Edit Personnel into Shift Board
  

Administrators can configure these permissions under Settings > Users & Permissions > Permission Groups. Typically, these permissions are assigned to scheduling administrators, battalion chiefs, shift supervisors, or designated scheduling coordinators.

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Step-by-Step Guide

Step 1: Navigate to the Shift Board

1. From the main navigation menu, click on Scheduling
2. Select Shift Board from the dropdown menu
   

1. The Shift Board displays your department's current shift coverage and any open vacancies
   

Step 2: Access the Vacancy

1. Locate the vacancy you need to fill on the Shift Board 
   

1. Click directly on the Vacancy position or assignment block
2. A vacancy assignment dialog box will open
   

Step 3: Select the Employee

1. In the Employee box, begin typing the individual's name
2. A dropdown list of matching employees will appear as you type
3. Click on the correct employee name from the list to select them
4. The system will verify the employee's availability and eligibility for the assignment
   

Step 4: Configure Assignment Details

You can customize the following parameters for the vacancy assignment:

• Work Type: Select the appropriate work classification (e.g., Regular, Overtime, Callback, Kelly Day Buy-Back)
• Work Subtype: Choose any applicable subcategory if your department uses work subtypes
• Project Code: Assign a project code if the work is associated with a specific grant, special project, or cost center
• Start and End Time: Adjust the shift start and end times if they differ from the default vacancy parameters
• Notes: Add any relevant information about the assignment (e.g., "Covering for Smith - sick leave" or "Mutual aid response")
  

Step 5: Save the Assignment

1. Review all assignment details to ensure accuracy
2. Click the Save button to confirm the vacancy assignment
3. The dialog box will close automatically
   

Step 6: Verify the Assignment

1. Locate the previously vacant position on the Shift Board
2. Confirm that the selected employee's name now appears in the assignment block
3. Verify that the work type, times, and other details display correctly
4. The vacancy should no longer appear as unfilled
   

Best Practices

Do:

• Verify employee availability before assigning them to fill a vacancy
• Double-check work type classifications to ensure proper payroll processing (especially for overtime vs. regular time)
• Use consistent project codes for tracking grant-funded or special assignment hours
• Add notes to document the reason for the vacancy fill when appropriate
• Review FLSA compliance if assigning personnel to fill vacancies on their scheduled days off
• Communicate with the assigned employee to confirm they are aware of the assignment

Don't:

• Assign employees to vacancies without verifying they meet qualification requirements for the position
• Forget to adjust start/end times if the vacancy fill differs from standard shift hours
• Leave notes blank when the vacancy fill has special circumstances that should be documented
• Overlook potential conflicts with the employee's existing schedule or time-off requests

Tips for Efficiency:

• Use the search function in the employee selection field rather than scrolling through long lists
• Create standardized project codes for common vacancy scenarios (e.g., mutual aid, special events)
• Set up vacancy notifications to alert eligible personnel about voluntary overtime opportunities
• Review filled vacancies regularly to identify patterns that may indicate scheduling adjustments needed

Troubleshooting & FAQs

Q: Why can't I find an employee when I search for their name in the Employee box?

A: This may occur for several reasons:

• The employee may already be scheduled during that time period
• The employee may have time-off approved that conflicts with the vacancy
• Check the employee's profile and schedule status to identify any conflicts

Q: What happens if I accidentally assign the wrong employee to a vacancy?

A: Simply click on the filled assignment, remove the current employee by clearing the Employee field, and select the correct person. Alternatively, you can delete the assignment and create a new one. Any changes should be documented in the notes field.

Q: Can I assign multiple employees to fill one vacancy?

A: No, each vacancy can only be filled by one employee. If you need multiple personnel for a specific time period, you would need to create multiple vacancy positions or modify your shift template to include additional positions.

Q: Why don't I see the Work Type or Project Code options when filling a vacancy?

A: These fields may not be visible if:

• Your department hasn't configured work types or project codes in system settings

Q: How do I cancel or unfill a vacancy after I've assigned someone?

A: Click on the filled assignment, then select the delete or remove option (typically a trash icon or "Remove Assignment" button). This will return the position to vacant status.

Q: Will the employee automatically receive a notification when I assign them to fill a vacancy?

A: This depends on your department's notification settings. Check Settings > Notifications or consult with your system administrator to configure automated notifications for schedule changes and vacancy assignments.

Q: Can I fill a vacancy for a future date or only for current shifts?

A: You can fill vacancies for any date displayed on your Shift Board, including future dates. This allows for advance planning and scheduling of known staffing needs.