Purpose Statement

This article explains how to place employees on the Shift Board using the rotation feature, which automates their daily assignment placement. By configuring employees on rotation, the system automatically populates them on their scheduled assignments each day they are set to work, eliminating the need for manual daily placement. This feature streamlines workforce management, ensures consistent staffing, and reduces administrative workload for scheduling personnel.

Background Information

The Shift Board rotation feature is designed to handle recurring assignments for employees who work predictable schedules according to your department's shift patterns. When an employee is placed "on rotation," the system references their designated rotation schedule and automatically assigns them to the appropriate position each day without manual intervention.

This functionality is particularly valuable for departments with:

• Regular shift cycles (e.g., 24/48, 48/96, Kelly schedules)
• Fixed station assignments
• Consistent apparatus staffing requirements
• Large rosters requiring efficient schedule management

Prerequisites:

• Active employee profiles in the system
• Defined shift rotations matching your department's schedule
• Configured Shift Board with established positions/vacancies
• Appropriate scheduling permissions (see Required Permissions section)

Key Benefits:

• Eliminates repetitive daily assignment tasks
• Maintains historical assignment data when employees rotate off
• Supports Kelly Day tracking for FLSA compliance
• Allows for temporary assignments with defined end dates
• Ensures staffing consistency and reduces scheduling errors

Required Permissions

To place employees on Shift Board rotation, users must have the following permissions:

Required:

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

Video

Step-by-Step Guide

Step 1: Navigate to the Shift Board

1. From the main navigation menu, click Scheduling
2. Select Shift Board from the dropdown menu
3. The Shift Board will display your department's current staffing assignments
   

Step 2: Select the Position for Rotation Assignment

1. Locate the vacancy or position you want to fill with a rotation assignment
2. Click directly on the vacancy cell to open the assignment options
   

Step 3: Access the On Rotation Feature

1. In the assignment menu, click On Rotation
   

Note: If your department's default Shift Board settings are configured with "On Rotation" as the default assignment type, this option will already be selected automatically. In this case, you can proceed directly to entering employee information.

Step 4: Select the Employee

1. In the employee search field, begin typing the name of the employee you want to place on rotation
2. As you type, a dropdown list of matching employees will appear
3. Click on the correct employee name to select them from the list
   

Step 5: Configure Rotation Settings

Complete the following fields to define the rotation parameters:

Rotation: (Required)

• Select the rotation schedule this employee will follow from the dropdown menu
• This determines which days the employee will automatically appear on the Shift Board
• Example rotation types: A-Shift, B-Shift, C-Shift, or custom rotation patterns

From Date: (Required)

• Enter or select the first date the employee will begin appearing on this rotation
• This is the effective start date for the automated assignment

Until Date: (Optional)

• If applicable, enter or select the last date the employee will appear on this rotation
• This field allows you to schedule temporary rotations while preserving historical assignment data
• Leave blank if the rotation is ongoing with no predetermined end date

Work Type (Required) / Subtype: (Optional)

• Select the appropriate work type (e.g., Regular Shift, Overtime, Training)
• Choose a subtype if your department uses additional classification levels
• These selections help with payroll tracking and reporting

Project Code: (Optional)

• Enter a project code if the assignment is tied to a specific grant, program, or cost center
• Used for budget tracking and financial reporting purposes

Kelly Days: (Optional)

• Configure Kelly Day settings if applicable to your department's FLSA compliance schedule
• This field ensures proper calculation of Kelly Days within the rotation cycle

Notes: (Optional)

• Add any relevant notes about this rotation assignment
• Examples: "Temporary assignment while Station 3 is under renovation" or "Training rotation - ends after certification completion"
  

Step 6: Save the Rotation Assignment

1. Review all entered information for accuracy
2. Click Save to apply the rotation assignment
3. The employee will now automatically appear on the Shift Board for each day they are scheduled according to their rotation
   

Best Practices

Do:

• Set End Dates for Temporary Rotations: Use the "Until Date" field for known temporary assignments (acting positions, special details, training rotations) to maintain accurate historical records
• Verify Rotation Selection: Double-check that the selected rotation matches the employee's actual work schedule before saving
• Use Work Types Consistently: Apply consistent Work Type/Subtype selections across similar assignments for better reporting accuracy
• Document Special Assignments: Use the Notes field to record the reason for unique or temporary rotation placements
• Review Before Saving: Confirm all required fields are complete and accurate before clicking Save

Don't:

• Don't Forget Start Dates: Always set the "From Date" to the correct effective date to avoid assignment gaps or overlaps
• Don't Leave Open-Ended Assignments Unchecked: Periodically review ongoing rotations (those without an "Until Date") to ensure they're still current
• Don't Override Without Documentation: If temporarily removing someone from their regular rotation, add a note explaining why to maintain clear records
• Don't Duplicate Assignments: Before creating a rotation, verify the employee isn't already assigned to another position for the same time period

Efficiency Tips:

• If your department frequently uses the same rotation settings, ask your administrator to set "On Rotation" as the default assignment type
• Batch-process multiple rotation assignments during shift change periods to save time
• Use consistent naming conventions in the Notes field for easier searching and reporting

Troubleshooting & FAQs

Q: I clicked on a vacancy but don't see the "On Rotation" option. What should I do?

A: This typically indicates a permissions issue. Verify that you have "Add/Edit Personnel into Shift Board" permissions. Contact your system administrator if you need these permissions enabled.

Q: The employee I need to assign isn't appearing in the search dropdown. Why?

A: Possible causes include:

• The employee profile hasn't been created in the system yet
• The employee's status is set to inactive or terminated
• You don't have permission to view that employee's record
• There's a typo in the name you're searching for

Try searching by last name only, or verify the employee exists in the Employee Records section.

Q: What happens if I don't set an "Until Date"?

A: The employee will remain on the rotation indefinitely until manually removed or until the rotation assignment is edited. This is appropriate for permanent assignments but should be monitored for temporary rotations to avoid outdated assignments.

Q: Can I place the same employee on multiple rotations simultaneously?

A: Generally, an employee should only be on one primary rotation at a time for a specific position. However, employees can be assigned to different positions on different rotations if your department's staffing model supports this (e.g., cross-staffing arrangements). The system will flag conflicts if overlapping assignments create scheduling issues.

Q: How do I remove someone from a rotation without deleting the historical data?

A: Use the "Until Date" field to set the last day of the rotation assignment. This preserves all historical records of when the employee was on that rotation while removing them from future assignments.

Q: What's the difference between using "On Rotation" versus manually placing someone on the Shift Board each day?

A: "On Rotation" automates the daily placement based on the rotation schedule, saving significant time and reducing errors. Manual placement requires you to assign the employee to each shift individually. Use "On Rotation" for recurring assignments and manual placement for one-time or irregular assignments.

Q: The system isn't automatically populating the employee on the dates I specified. What's wrong?

A: Check the following:

• Verify the "From Date" has passed (assignments won't show for future effective dates until that date arrives)
• Confirm the rotation schedule itself is properly configured in your system
• Ensure the employee's status is "Active"
• Check for scheduling conflicts with other assignments
• Verify the Shift Board view is set to the correct date range

If issues persist, contact your system administrator to review the rotation configuration.

Q: Can I edit a rotation assignment after it's been saved?

A: Yes. Click on the assigned position on the Shift Board, and you'll see the current rotation settings. You can modify any field and save the changes. Updates to the "Until Date" or rotation type will apply going forward but won't alter historical assignment data.