Purpose Statement

The Print Shift Board feature allows administrators and supervisors to generate a PDF version of their department's shift board for physical posting, distribution, or archival purposes. This tool provides a professional, customizable printout that displays current staffing assignments, making it easy to share schedules with personnel who may not have immediate system access or for compliance documentation requirements.

Background Information

Physical shift board printouts remain an essential communication tool in fire and EMS operations, particularly for common areas like station bulletin boards, apparatus rooms, and administrative offices. While First Due provides real-time digital scheduling, printed versions serve as backup references during internet outages, help onboarding personnel understand station coverage patterns, and fulfill record-keeping requirements for labor compliance audits. The print function offers customization options to include or exclude specific information like time off requests and shift trades, ensuring the printout matches your operational needs.

Required Permissions

To print the shift board, users must have the following permission:

• Access Scheduling
  
• Access Shift Board
  

Users with restricted permissions may see limited shift board data based on their assigned stations or divisions.

Video

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
   

Step 2: Access the Print Function

1. Locate and click the Print Icon in the upper-right corner of the shift board interface
2. The print options dialog will open, displaying customization settings
   

Step 3: Configure Print Options

1. Filter Type: Choose between:
   • Assignments - Prints individual personnel assignments across shifts
   • Boards - Prints the full shift board view with all positions
2. Additional Information: Select optional checkboxes to include:
   • Time Off - Displays approved leave, vacation, and absence requests
   • Trades - Shows accepted shift trades and exchanges
3. Review your selections to ensure the printout will contain all necessary information
4. Click the Print button to generate the PDF
   

Step 4: Download the PDF

1. A confirmation dialog will appear
   

1. Locate the downloaded PDF file in your browser's default download location (typically the "Downloads" folder)
   

Step 5: Print the Document

1. Open the downloaded PDF using your preferred PDF reader
2. Use the PDF reader's print function (File > Print or Ctrl+P/Cmd+P)
3. Select your printer and adjust any additional print settings as needed
4. Complete the printing process
   

Best Practices

Timing Recommendations:

• Print shift boards at the beginning of each pay period or rotation cycle for consistent station posting
• Generate printouts after the trade approval deadline to ensure all accepted trades appear
• Print backup copies before major holidays when system access may be limited

Display and Distribution:

• Post printed shift boards in high-visibility common areas accessible to all personnel
• Include the printed date on posted copies to avoid confusion with outdated schedules
• Consider laminating frequently referenced printouts for durability in station environments

Quality and Accuracy:

• Always verify the date range displayed before printing to ensure you're capturing the correct period
• Review the preview before finalizing the print to catch any filtering issues
• Include time off and trades for complete situational awareness unless specifically excluded for planning purposes

Do's:

• Print shift boards after all scheduling changes and trade approvals are finalized
• Include time off data for operational awareness and staffing coverage planning
• Keep digital copies of printed shift boards for record-keeping and compliance documentation
• Use descriptive file names when saving PDFs (e.g., "ShiftBoard_StationA_Dec2025.pdf")

Don'ts:

• Don't print shift boards with pending trades that may still change
• Avoid printing without reviewing the preview, as filter settings may exclude critical information
• Don't rely solely on printed versions—the digital shift board is always the authoritative source
• Don't post outdated printouts without clearly marking them as expired or replaced

Troubleshooting & FAQs

Q: My printout is missing personnel assignments that I can see on screen. A: Check your filter settings in the print dialog. If you selected "Assignments" but some positions are vacant or unassigned, they may not appear. Try switching to "Boards" view for a complete position overview. Additionally, verify your station/division filters aren't limiting the displayed data.

Q: Time off and trades aren't showing on the printout even though I selected them. A: Ensure the time off requests and trades are in "Approved" status. Pending requests typically don't appear on printouts. Also confirm that the date range of the shift board includes the dates of those time off periods or trades.

Q: The PDF download fails or doesn't generate. A: First, check that your browser allows pop-ups and downloads from First Due. Try clearing your browser cache and cookies, then attempt the print again. If the issue persists, try a different browser or contact your IT department to verify no security software is blocking PDF generation.

Q: Can I print multiple shift boards at once? A: Currently, the print function generates one shift board PDF at a time based on the displayed view. To print multiple periods or stations, adjust your shift board view and repeat the print process for each desired output.

Q: The printout quality is poor or formatting looks incorrect. A: This may be a browser rendering issue. Ensure you're using a supported browser (Chrome, Firefox, Edge) with the latest updates. Also verify your PDF reader is up to date, as older versions may not render the document properly.

Q: How long are the printed PDFs stored in the system? A: Generated PDFs are temporary downloads that aren't stored in First Due. Save important printouts to your local system, network drive, or document management system for record-keeping purposes.

Q: Can I customize the information that appears on the printout beyond the available options? A: The print function offers preset customization options (Assignments/Boards, Time Off, Trades). For more extensive customization, consider using First Due's reporting features or contact support to discuss custom report development for your specific needs.