Release Notes - Scheduling Module

In order to provide you with more detailed information on our updates, we have broken the Release Notes down by module.

Enhancements

Off Roster and Accrued Time Off Update

What - This enhancement enables immediate processing of work type-based accruals when off-roster entries are approved, eliminating the previous delay where accruals were only processed during the midnight batch job and ensuring accruals are added to employee banks in real-time rather than waiting until the next day.

Why - This improvement was implemented due to customer request to provide immediate feedback on accrual calculations and reduce the delay between shift approval and bank updates that could impact payroll accuracy and employee visibility into their earned time.

How - To utilize this enhancement:

Ensure off-roster work types are configured with accrual rules in your system settings
Verify that employees have appropriate accrual banks set up in their profiles
Use the standard off-roster approval workflow through the Shift Board interface
Upon approval, the system automatically calculates and adds accruals to employee banks with built-in duplicate prevention

Use Case - When a firefighter works an off-roster overtime shift on Monday and the administrator approves it Tuesday morning, the employee's vacation or sick time accruals are immediately added to their available balance rather than waiting until the next day's batch processing, allowing for accurate real-time tracking of earned benefits.

Notification Settings Update

What - This enhancement allows users to customize how they receive notifications by selecting specific delivery methods including App Notification, Email Notification, and Notification Center for different notification types, enabling users to manage notification fatigue while ensuring they never miss critical updates.

Why - This feature was developed due to customer request to provide granular control over notification delivery methods and reduce notification overload while maintaining reliable communication for essential updates.

How - To configure notification preferences:

Navigate to User Profile → Notifications tab → Scheduling Options section
Use the three-column toggle interface to enable/disable delivery methods for each notification type
Ensure at least one delivery method remains enabled for each notification type (system validation prevents disabling all methods)
Click the Save button to persist your preferences

Use Case - A fire captain can choose to receive time-off notifications only via email while receiving trade notifications through both app and email channels, allowing them to customize their communication preferences based on the urgency and type of information while ensuring they remain informed of all critical scheduling updates.

Time Clock - Own Punches vs Employees

What - This enhancement addresses the filtering logic for time clock punches to ensure proper data access control by correctly filtering Own Punches to display only the logged-in user's records and restricting Employee Punches visibility based on appropriate permissions.

Why - This improvement was implemented due to customer request to enhance data security and ensure users only see time clock information they are authorized to access, preventing unauthorized viewing of other employees' punch data.

How - This feature works automatically based on user permissions:

Own Punches section displays automatically for all users with basic time clock access
Employee Punches section requires the Scheduling - Time Clock - View Time Clock Employees permission
Users without the employee viewing permission will see 0 rows in the Employee Punches section
No additional configuration is required beyond standard permission assignment

Use Case - A firefighter can view their own punch records in the Own Punches section to verify their time entries, while only supervisors with appropriate permissions can access the Employee Punches section to review and manage time clock data for their entire crew, ensuring proper data security and role-based access control.

Add Pending Off Roster to My Shifts

What - This enhancement improves shift visibility by displaying pending off-roster entries alongside approved entries in the My Shifts view, allowing users to easily track the status of their overtime submissions and ensure timely payroll processing without navigating between multiple views.

Why - This feature was developed due to customer request to consolidate shift information in one location and improve user experience by eliminating the need to check multiple screens for complete shift status information.

How - This enhancement works automatically:

Navigate to the My Shifts view as usual
Pending off-roster entries now display with clear Pending status indicators
Approved off-roster entries show with Approved status
All entries remain visible until payroll processing is complete
No additional configuration or permissions are required

Use Case - A firefighter who submitted overtime for three different shifts can now view all their regular scheduled shifts plus see which overtime requests are still pending approval and which have been approved, allowing them to follow up with supervisors on pending items and confirm their total expected hours for the pay period.

Update Call Shift Setting - Call Shift Rotation

What - This enhancement modifies call shift rotation behavior to honor contract-specified timing by allowing users to rotate to the bottom of the ranking list on the actual day of their shift rather than when they accept it, providing more accurate rotation timing that aligns with organizational contracts and ensures fair distribution of call shift responsibilities.

Why - This improvement was implemented due to customer request to align rotation timing with existing labor contracts and ensure fair distribution of call shift opportunities by preventing users from losing their ranking position simply by accepting shifts in advance.

How - To enable this feature:

Administrator must enable the call_shift_rotate_when_day_shift_arrives setting in Schedule Settings
Ensure call shift rotation rule is set to Last Date Worked (not Last Date Accepted)
The system automatically processes rotation changes on the morning of the actual shift date using local timezone calculations
Only affects call shifts using Last Date Worked rotation rules

Use Case - When a firefighter accepts a call shift on Monday for a Thursday shift, they maintain their current position in the rotation ranking until Thursday morning arrives, at which point they automatically rotate to the bottom of the list, ensuring their ranking reflects the actual work date rather than the acceptance date and providing fair rotation opportunities for all personnel.

Count Call Shifts towards Vacancies

What - This enhancement improves staffing visibility by incorporating unassigned 24-hour call shifts into the global vacancy count on the shift board, providing administrators with more accurate real-time staffing numbers by treating unassigned call shifts as potential coverage for vacant positions.

Why - This feature was developed due to customer request to provide more comprehensive vacancy tracking that reflects actual available coverage options and improves situational awareness for staffing decisions.

How - This enhancement works automatically:

System automatically identifies call shifts with exactly 24-hour duration
Unassigned 24-hour call shifts reduce the global vacancy count by 1
When call shifts are assigned or unassigned, vacancy counts update in real-time
Only 24-hour call shifts are included; partial shifts under 24 hours are excluded
No additional configuration is required

Use Case - When a fire station shows 5 vacant positions but has 2 unassigned 24-hour call shifts available, the vacancy display shows 3, giving the shift commander a more accurate picture that two positions could potentially be covered by call shift personnel if needed for emergency response.

Time Clock - Early Clock-In Configuration

What - A new time clock feature allows organizations to enable early clock-in capability with a configurable time window of 1-60 minutes before scheduled shift start times. Administrators can control this functionality through Time Clock settings with a simple toggle and numerical input, while the system preserves actual clock-in times for accurate payroll and reporting purposes. The feature includes validation controls that prevent clock-ins outside the allowed window and provides clear error messaging when users attempt to clock in too early.

Why - This enhancement was implemented due to customer request to accommodate operational needs where personnel may need to arrive and begin preparations before their official shift start time, while maintaining policy compliance and accurate time tracking for payroll purposes.

How - To configure early clock-in capability:

Navigate to Settings > Time Clock
Locate the "Allow Early Clock In" setting
Toggle the feature ON to enable early clock-in
Enter the desired early clock-in window (1-60 minutes)
Hover over the information icon to view the tooltip: "Allow users to clock in before their scheduled shift start time"
Save the configuration - settings persist across sessions and apply organization-wide
Note: System validates input and displays an error if the value exceeds 60 minutes
Note: When the feature is disabled, users will see the current behavior (no early clock-in option)

Use Case - A fire department configures a 15-minute early clock-in window for their 8:00 AM shift. Firefighters arriving at 7:50 AM can clock in immediately to begin equipment checks and station preparations. If a firefighter attempts to clock in at 7:40 AM (25 minutes early), the system displays an error explaining the early clock-in limit. The system records the actual clock-in time of 7:50 AM for payroll accuracy, rather than adjusting it to the 8:00 AM scheduled start time.

Time Clock - Day Total Source Selection

What - A new configuration setting has been added to the time clock module that allows organizations to select which source (Time Card or Time Clock entries) is used to calculate daily hour totals. This enhancement resolves double-counting issues for organizations using both time card and time clock entries simultaneously, while maintaining complete visibility and editability of both entry types. The setting is configured through a single-select dropdown on the time clock configuration page, and the selection applies organization-wide.

Why - This feature was developed due to customer request to address the issue where organizations with both time card and time clock entries were experiencing double-counted hours in their day totals, creating inaccurate payroll calculations and reporting discrepancies.

How - To configure the Day Total Source:

Navigate to the time clock configuration page (admin access required)
Locate the "Day Total Source" setting
Select either "Time Card" or "Time Clock" from the dropdown menu
Save the configuration
Note: Organizations with existing time clock functionality enabled will automatically default to "Time Clock" as their Day Total Source
Note: All other organizations will default to "Time Card" as their Day Total Source
Note: Both time card and time clock entries remain fully visible and editable regardless of which source is selected, but only edits to the selected source type will update the day total

Use Case - A fire department uses both shift board scheduling (time card entries) and biometric time clocks (time clock entries) for their personnel. Previously, when a firefighter worked a 24-hour shift and clocked in/out on the biometric system, the day total showed 48 hours (24 from the shift board + 24 from the time clock). After configuring the Day Total Source to "Time Clock," the system correctly displays 24 hours in the day total while both the shift board entry and biometric clock entry remain visible and editable when viewing time card details.

Compound Rotations - Accurate Start Date Calculation

What - The compound rotation creation process has been enhanced to calculate start dates based on the actual first occurrence of each rotation's recurrence pattern, rather than using artificial date offsets. The system now includes intelligent filtering that prevents users from selecting compound rotations when the first rotation doesn't occur on the selected start date, ensuring rotations appear on the shift board exactly when intended according to their frequency patterns.

Why - This enhancement was implemented due to customer request to address issues where compound rotations were not aligning with their actual recurrence patterns, causing rotations to appear on incorrect dates on the shift board and creating scheduling confusion.

How - The enhancement operates automatically during compound rotation creation:

When a user selects a start date for their user rotation, the system fetches available compound rotations
The system performs two-step validation to only display compound rotations where the first rotation occurs on the user's selected start date
Users select from the filtered list, ensuring their rotation will appear on the shift board as expected
Note: This change affects the underlying calculation logic but maintains backward compatibility with existing compound rotations

Use Case - A battalion chief creates a compound rotation with a start date of January 15th for a firefighter. The first rotation in the compound pattern follows a weekly recurrence (every Monday), and January 15th is a Wednesday. Previously, the system would create both rotations starting January 15th with an artificial offset, causing the second rotation to appear on incorrect dates. Now, the system calculates that the first Monday occurrence is January 20th and either filters out this compound rotation from the selection list or calculates the proper start dates, ensuring the firefighter's shifts appear on the shift board aligned with the actual weekly pattern.

Active Call Shift Polling - Performance Optimization

What - The polling interval for active call shift data has been optimized from 5 seconds to 30 seconds, and intelligent tab visibility detection has been implemented to ensure data only refreshes when users are actively viewing the page. The system automatically pauses polling when users switch away from the call shift tab and immediately refreshes data with current information when they return, reducing server load while maintaining data accuracy.

Why - This update was implemented due to customer request to improve system performance and reduce unnecessary server load caused by frequent polling requests, particularly when users had call shift details open in background tabs.

How - The feature operates automatically with no configuration required:

Active call shifts (with pending, scheduled, accepting, or denying statuses) automatically refresh every 30 seconds while the tab is visible
When a user switches away from the call shift tab to another browser tab or window, automatic polling pauses
When the user returns to the call shift tab, the system immediately fetches fresh data and resumes the 30-second polling cycle
Note: Closed call shifts (filled or unfilled) and "Ready For Awarding" call shifts continue to not poll for updates
Note: No configuration changes or user action required; feature is automatically enabled for all users

Use Case - A shift commander opens call shift details to monitor personnel acceptance status for an emergency staffing need. While waiting for responses, they switch to another browser tab to review incident reports. During this time, the system pauses polling requests, reducing server load. When the commander switches back to the call shift tab 10 minutes later, the system immediately displays the most current acceptance status and resumes 30-second polling, allowing them to see updated information without manually refreshing the page.

Time Clock - Manual Punch Entry

What - Administrators can now manually add time clock punches for users through both the Time Clock Management page and the Shift Board interface. This feature includes built-in validations to prevent duplicate entries, respects organizational early clock-in settings, supports shifts that cross midnight, allows optional notes up to 80 characters, and provides specific error messaging to guide proper entry. The system validates all entries against existing active punches and shift parameters to ensure accurate time tracking.

Why - This feature was developed due to customer request to provide administrators with the ability to create time punches for users who forget to clock in, ensuring proper shift tracking and allowing personnel to clock out normally at the end of their shift.

How - To manually add a time punch:

Navigate to Scheduling > Time Card > Time Clock History
Click the "Add Time Punch" button

Select a user from the shift board roster (system automatically checks for active entries)
Enter date: From Shift Board, only today's date can be selected; from Management Page, any valid date can be selected
Enter time in standard format (e.g., "03:40am") within the shift parameters
Add notes (optional, up to 80 characters)
Submit the entry

Note: A new permission "Time Clock - Can Add Time Punch" has been created and is automatically enabled for any user with "Can Edit Time Clock" permission

If user already has an active entry, an error displays: "[User Name] already has an active time clock entry. Please clock out the existing entry before creating a new one"
Time must fall between shift start and end times for regular shifts, or within the shift period for midnight-crossing shifts
Early clock-in times are validated against configured early minutes threshold

Use Case - A firefighter forgets to clock in at the start of their 8:00 AM to 6:00 PM shift. At 10:00 AM, the shift supervisor receives a call from the firefighter explaining they forgot to clock in. The supervisor navigates to the Time Card page, clicks "Add Time Punch," selects the firefighter from the roster, enters today's date and time as "08:00am," adds a note "Forgot to clock in - called supervisor at 10am," and submits the entry. The system validates the entry, creates the punch record, and the firefighter can now clock out normally at 6:00 PM without any timekeeping discrepancies.

Show Unavailable Users Toggle - Availability Tab

What - A new "Show unavailable" toggle has been added to the Availability tab that allows authorized users to view unavailable users within their results when needed. The feature is controlled by both a user-level permission (can_view_unavailable_users) and a system-level configuration setting in Scheduling Settings. The toggle state persists across sessions, unavailable users are visually distinguished when displayed, and backend validation ensures only authorized users can access unavailable user data. The toggle is dependent on 'Available' filters being active.

Why - This feature was implemented due to customer request to provide greater visibility into the full user roster when authorized personnel need to view both available and unavailable users for operational planning and decision-making purposes.

How - To configure and use the Show Unavailable feature:

Administrator Configuration:
- Navigate to Scheduling > SET UP > Settings
- Locate the "Show unavailable users feature" configuration option
- Enable the setting to make the feature available to authorized users

Authorized User Access:
- Navigate to the Availability tab within the Scheduling module
- Ensure 'Available' filters are active (toggle dependency)
- If you have the required permission and the feature is enabled, a "Show unavailable" toggle will appear
- Click the toggle to enable it - the system will display both available and unavailable users (unavailable users will be visually distinguished)

Note: User must have can view unavailable users permission assigned

Use Case - A battalion chief planning coverage for an upcoming holiday period needs to see both available and unavailable personnel to understand the full staffing picture. With the "Show unavailable" toggle enabled in Scheduling Settings and the can_view_unavailable_users permission granted, the chief navigates to the Availability tab, activates the available filters, and clicks the "Show unavailable" toggle. The system displays all personnel with unavailable users visually distinguished (perhaps marked with approved vacation time), allowing the chief to identify gaps and plan callback assignments. The toggle preference is saved, so when the chief returns to this tab later, the view remains consistent with their previous selection.

Call Shift - On Duty Personnel Filter

What - A new "On Duty" toggle filter has been added to the call shift creation and edit interface that allows administrators to filter personnel lists to show only those whose scheduled shift ends at the exact time the call shift begins. The filter automatically updates when toggled or when the call shift start time is changed, the toggle state persists with the call shift configuration, and all existing eligibility rules (max hours, time off, exclusion rules) continue to apply to the filtered results.

Why - This enhancement was implemented due to customer request to streamline the call shift assignment process by automatically identifying personnel who are transitioning from their regular shift, making it easier to staff call shifts with on-duty personnel who are already present and available at the station.

How - To use the On Duty filter:

Navigate to the call shift creation or edit page
Locate the "On Duty" toggle control near other filtering options
By default, the toggle is OFF and displays all eligible personnel per existing call shift rules
Click the toggle to ON to activate the filter

The system displays only users whose scheduled shift end time matches the call shift start time
Hover over the toggle to see tooltip: "Show only personnel whose scheduled shift ends at this call shift's start time"
Change the call shift start time to automatically update filtered results
Toggle OFF to return to viewing all eligible personnel
Save the call shift to persist the toggle state for future edits
Note: Personnel shown must meet ALL criteria including no max hours restrictions, no approved time off conflicts, and not excluded by any applicable exclusion rules

If no users have shifts ending at the selected call shift start time, the system displays: "No on-duty personnel available for this time"

Use Case - A fire department needs to staff a call shift starting at 6:00 PM for a special event. The shift supervisor creating the call shift activates the "On Duty" toggle and sets the start time to 6:00 PM. The system automatically filters the personnel list to show only firefighters whose regular shift ends at exactly 6:00 PM, displaying five A-shift members who are transitioning off duty at that time and already present at the station. This allows the supervisor to quickly identify and assign personnel who require no travel time and are familiar with current station operations, rather than scrolling through the entire roster of 50+ eligible personnel.

Personnel API - Comprehensive Data Management

What - New API endpoints have been introduced for personnel data management, providing programmatic access to view, create, and update personnel records through RESTful operations. The API supports GET requests for retrieving individual personnel records, POST requests for creating new personnel records, PATCH requests for partial updates of specific fields, and PUT requests for full record updates requiring complete object structure. All operations validate client authorization and maintain data integrity through structured request/response patterns.

Why - These API endpoints were developed due to customer request to enable integrated systems to programmatically manage personnel data, streamlining data synchronization workflows and reducing manual data entry requirements for organizations using multiple systems.

How - To use the Personnel API endpoints:

GET (Retrieve Personnel): Send GET request to /fd-api/v1/personnel/{personnelId} to retrieve individual personnel record
POST (Create Personnel): Send POST request to /fd-api/v1/personnel with complete personnel object structure in request body
PATCH (Partial Update): Send PATCH request to /fd-api/v1/personnel/{personnelId} with only the fields to be updated (one or more fields can be updated without requiring the entire object structure)
PUT (Full Update): Send PUT request to /fd-api/v1/personnel/{personnelId} with complete personnel object structure (all fields must be present even if only updating specific fields)
Note: The system validates client code authorization for all operations
Note: Appropriate permissions must be configured for API access
Note: All endpoints use standard RESTful conventions and return structured JSON responses

Use Case - A fire department uses a separate HR management system for employee onboarding and needs to synchronize new hire data with the scheduling system. When a new firefighter completes onboarding, the HR system automatically sends a POST request to the Personnel API with the complete personnel record (name, employee number, hire date, certifications, emergency contacts). The scheduling system creates the personnel record and returns a confirmation with the new personnel ID. Later, when the firefighter completes additional certifications, the HR system sends a PATCH request updating only the certifications field without requiring the entire personnel record, keeping both systems synchronized automatically without manual data entry.

Emergency Contact Editing - My Personnel View

What - Employees can now update their own emergency contact information directly from the My Personnel view when granted the appropriate permissions. The feature includes a new Save button that persists changes to all three emergency contact sections (Emergency Contact Info #1, #2, and Medical Contact Info), a Cancel button with confirmation prompt for unsaved changes, field validation for phone number formats and required fields, and clear success messaging. The emergency contact fields become editable only when users have the "Emergency Contacts - Self Access → Update" permission enabled.

Why - This enhancement was implemented due to customer request to enable employees to maintain their own emergency contact information directly, reducing administrative burden on personnel staff and ensuring contact information remains current without requiring ticket submissions or administrator intervention.

How - To configure and use emergency contact editing:

Administrator Configuration:
- Grant "Personnel Record - Self Access → Allow" permission for My Personnel visibility
- Grant "Emergency Contacts - Self Access → Read" permission for viewing emergency contacts
- Grant "Emergency Contacts - Self Access → Update" permission to enable editing and saving
Employee Workflow:
- Navigate to My Personnel section
- Access the Emergency Contacts tab
- If Update permission is granted, all emergency contact fields become editable and a "Save" button appears
- Make desired changes to Emergency Contact Info #1, Emergency Contact Info #2, or Medical Contact Info fields
- Click "Save" button (system validates required fields and phone number formats)
- If validation fails, error messages display; if validation passes, changes save and success message displays
- Alternatively, click "Cancel" to discard changes (system prompts for confirmation if unsaved changes exist)
Note: Phone numbers must follow format: ##########
Note: Admin users accessing My Personnel screens will also see the Save button when the permission is enabled
Note: No audit trail entry is created for cancelled changes

Use Case - A firefighter recently got married and their spouse's phone number has changed. Instead of submitting a personnel update request and waiting for an administrator to process it, the firefighter logs into the system, navigates to My Personnel, clicks the Emergency Contacts tab, updates Emergency Contact #1 with their spouse's new phone number, and clicks Save. The system validates the phone number format, saves the changes immediately, and displays a success confirmation. If the firefighter had changed multiple fields and then clicked Cancel, the system would prompt for confirmation before discarding all unsaved changes and reverting to the original values.

Support Excel and CSV Files in Personnel Import Wizards

What - The Personnel Emergency Contacts and NEMSIS Licensure/Certifications Import Wizards now support both Excel (.xlsx) and CSV file formats, allowing users to directly upload Excel templates without requiring manual conversion to CSV and streamlining the import process while maintaining template validations and formatting rules.

Why - This enhancement was implemented due to customer request to eliminate the extra step of converting Excel templates to CSV format and reduce potential conversion errors that could impact data integrity during personnel imports.

How - To use the enhanced import functionality:

Navigate to Personnel → Emergency Contacts → Import Wizard or Personnel → NEMSIS Licensure/Certifications → Import Wizard
Click Choose File and select either .xlsx or .csv files
For Excel files, the system automatically processes data from the first worksheet tab
Review data preview and mapping as usual, then complete the import process
Unsupported file types will display clear error messages

Use Case - HR personnel can now directly upload the Excel template they use for collecting emergency contact information from new firefighters without having to save it as a CSV file first, reducing the risk of formatting errors and streamlining the onboarding process while preserving dropdown validations and data formatting rules.

Add Work Sub Type for Pending Time Cards

What - This enhancement improves administrative oversight by displaying work type and time-off type subtypes during the time card approval process, providing administrators with complete context that was previously limited to viewing only the main category during approval decisions.

Why - This improvement was implemented due to customer request to provide complete visibility into time card details during the approval process, enabling more informed approval decisions with full context of the work performed.

How - This enhancement works automatically:

Subtypes selected on the shift board or modified in time cards display in the approval interface
Navigate to the time card approval interface to view enhanced entry details
Review time card entries with both main categories and associated subtypes visible
Process approvals using the standard workflow with enhanced visibility
No additional configuration is required

Use Case - When reviewing pending time cards, a fire chief can now see that overtime was worked specifically for "Training - Hazmat Certification" rather than just "Training," allowing them to make more informed approval decisions and better track specialized training costs and compliance requirements.

Enhanced Audit Log Integration

What - The Scheduling module has been integrated with the platform's global audit log system, providing a unified audit experience across all platform modules while maintaining robust scheduling-specific audit capabilities. All 144 scheduling actions are now written to both the legacy scheduling audit log and the new global audit log simultaneously, ensuring comprehensive audit trails and enhanced visibility for administrators and compliance teams.

Why - This enhancement was implemented due to customer requests for consolidated audit tracking across multiple modules, enabling compliance teams to review platform-wide activities in a single interface while maintaining backwards compatibility with existing scheduling audit workflows.

How -

Navigate to ADMIN → Audit Logs to access the global audit log interface
Use the module filter to view scheduling-specific events or view all platform events together in a unified view
Utilize enhanced date filtering options to narrow down audit trails by specific time ranges and severity levels (high/low)
Note that both audit systems run in parallel with no configuration changes required and no performance impact

Use Case - A fire department's compliance officer needs to review all system changes made during a specific pay period for audit purposes. They can now access the global audit log, filter for scheduling module events, and see all 144 tracked scheduling actions alongside other platform activities such as personnel changes and administrative updates, providing a complete picture of system modifications without switching between multiple interfaces.

Excel File Support for Accruals Hours Import

What - The Accruals Hours Import Wizard now supports native Excel (.xlsx) file uploads in addition to the existing CSV format. Users can import data directly from provided Excel templates without the extra conversion step to CSV, and the system automatically detects the file type and processes data from the first worksheet tab with clear error messaging for unsupported file formats.

Why - This enhancement was implemented due to customer requests to streamline the import process and reduce potential errors from manual file conversions, allowing departments to work directly with the Excel templates provided without additional formatting steps.

How -

Navigate to ADMIN → IMPORT WIZARD and select Personnel - Accrual Hours
Click the file upload button and choose either an .xlsx file (Excel format, recommended for provided templates) or a .csv file (legacy format, still fully supported)
The system automatically detects the file type and processes accordingly, extracting data from the first worksheet tab for Excel files
If an unsupported file type is uploaded (such as .xls, .ods, or .json), the system displays an error message specifying that only .xlsx and .csv formats are accepted
Review and confirm the import following standard Accruals Hours import procedures

Use Case - A fire department administrative assistant receives the monthly accrual hours update in the provided Excel template format. Instead of opening the file, converting it to CSV, and verifying the conversion was successful, they can now directly upload the Excel file to the Import Wizard, reducing the import process time and eliminating the risk of data corruption during file format conversion.

Excel File Support for Accruals Profile Import

What - The Accruals Profile Import Wizard now supports native Excel (.xlsx) file uploads in addition to the existing CSV format. Users can import data directly from provided Excel templates without the extra conversion step to CSV, and the system automatically detects the file type and processes data from the first worksheet tab with clear error messaging for unsupported file formats.

How -

Navigate to ADMIN → IMPORT WIZARD and select Personnel - Accrual Profile
Click the file upload button and choose either an .xlsx file (Excel format, recommended for provided templates) or a .csv file (legacy format, still fully supported)
The system automatically detects the file type and processes accordingly, extracting data from the first worksheet tab for Excel files
If an unsupported file type is uploaded (such as .xls, .ods, or .json), the system displays an error message specifying that only .xlsx and .csv formats are accepted
Review and confirm the import following standard Accruals Profile import procedures

Use Case - When implementing new accrual policies for probationary firefighters versus veteran personnel, the HR coordinator can prepare the accrual profiles in the provided Excel template with different accumulation rates and carryover rules for each group, then directly upload the .xlsx file to update all personnel profiles in a single import operation without converting to CSV format.

Additional Rotation Patterns Available

What - New custom rotation patterns have been added to the scheduling system, providing additional flexibility for shift assignments and workforce scheduling.

Why - These rotation patterns were added due to customer requests for scheduling configurations that match specific departmental staffing models and operational requirements not covered by existing rotation options.

How -

Navigate to Setup → Rotations → Rules and include the desired new rotation rules for your agency
Once the rules are included, associate them with a rotation through the standard rotation configuration process
The rotation patterns can then be used on the Shift Board for personnel assignments
These rotation patterns can also be applied when adding Kelly Days based on rules to user rotations

48 on / 120 off
1 on / 3 off / 1 on / 9 off
2 on / 14 off / 5 on / 28 off
1 on / 23 off / 1 on / 17 off
1 on / 1 off / 1 on / 3 off
2nd Shift 2025
- 7 on / 2 off / 8 on / 4 off / 5 on / 1 off / 3 on / 1 off / 7 on / 2 off / 2 on / 2 off / 3 on / 1 off / 1 on / 1 off / 5 on / 2 off / 7 on / 2 off / 7 on / 4 off / 5 on / 1 off / 3 on / 1 off / 5 on / 2 off / 4 on / 2 off / 7 on / 1 off / 1 on / 3 off
1st Shift 2025
- 5 on / 3 off / 7 on / 2 off / 6 on / 1 off / 2 on / 2 off / 3 on / 1 off / 5 on / 2 off / 7 on / 3 off / 5 on / 3 off / 6 on / 2 off / 7 on / 1 off / 2 on / 2 off / 4 on / 1 off / 5 on / 2 off / 6 on / 3 off / 5 on / 2 off / 3 on / 1 off / 6 on / 2 off / 6 on / 3 off
1st Shift SOC 2025
- 7 on / 2 off / 6 on / 1 off / 2 on / 2 off / 5 on / 3 off / 6 on / 2 off / 6 on / 1 off / 3 on / 2 off / 5 on / 3 off
2nd Shift SOC 2025
- 7 on / 2 off / 8 on / 2 off / 1 on / 1 off / 3 on / 1 off / 4 on / 2 off / 7 on / 4 off
1 on / 3 off / 1 on / 3 off / 1 on / 3 off / 1 on / 3 off / 1 on / 3 off / 1 on / 3 off / 1 on / 31 off
1 on / 1 off / 1 on / 1 off / 1 on / 3 off / 1 on / 1 off / 1 on / 1 off / 1 on / 2 off
1 on / 5 off / 1 on / 42 off
1 on / 4 off / 1 on / 16 off / 1 on / 4 off / 1 on / 4 off / 1 on / 5 off / 1 on / 5 off / 1 on / 4 off
1 on / 1 off / 1 on / 1 off / 1 on / 3 off / 1 on / 1 off / 1 on / 1 off / 2 on / 7 off
1 on / 3 off / 1 on / 9 off
3 on / 46 off
5 on / 44 off
2 on / 14 off / 5 on / 28 off
1 on / 23 off / 1 on / 17 off
2 on / 7 off / 3 on / 7 off / 2 on / 7 off
3 on / 7 off / 2 on / 7 off / 2 on / 7 off
1 on / 1 off / 1 on / 1 off / 1 on / 3 off / 1 on / 1 off / 1 on / 1 off / 1 on / 1 off
1 on / 2 off / 2 on / 3 off / 2 on / 2 off / 2 on
3 on / 6 off / 3 on / 2 off
6 week 48/96

2 on / 4 off / 2 on / 4 off / 2 on / 4 off / 2 on / 4 off / 2 on / 4 off / 2 on / 4 off / 2 on / 46 off

Use Case - A fire department transitioning to a new staffing model that requires a 48 on/120 off rotation pattern for their emergency response teams can now select this pre-configured rotation rule instead of attempting to create a custom workaround. The scheduler includes the new rotation rule, associates it with the appropriate shift, and assigns personnel to the rotation, ensuring accurate schedule generation and Kelly Day calculations that align with the new staffing agreement.

Configurable Early Clock-In Window

What - Organizations can now configure how early employees can clock in before their scheduled shift start time through a new Time Clock setting. Administrators can set an organization-wide early clock-in window of up to 60 minutes, allowing employees to clock in for legitimate pre-shift activities while ensuring accurate time tracking that reflects actual clock-in times rather than scheduled shift start times.

Why - This feature was implemented due to customer requests to accommodate pre-shift activities such as equipment checks, briefings, and station preparations without requiring manual workarounds or shift board adjustments, while maintaining accurate time records that align with contractual and policy requirements.

How -

Navigate to SCHEDULING → SET UP → Time CARD - Clock configuration section
Locate the "Allow Early Clock In" setting and toggle the feature ON to enable early clock-in capabilities
Enter the desired early clock-in window (1-60 minutes) in the input field
System validates that the value is between 1-60 minutes; values over 60 will trigger an error message
Hover over the information icon to view the tooltip explanation: "If enabled, users can clock in early within the time frame selected"
Save the configuration, which applies immediately to all users organization-wide
Note that when enabled, users within the configured time window before their shift can clock in, and their time entry will reflect the actual clock-in time, not the scheduled shift start time

Use Case - A fire department requires all apparatus operators to arrive 15 minutes before shift start to perform equipment checks and inventory before going in service. The administrative chief enables the early clock-in feature with a 15-minute window, allowing operators to clock in when they arrive for their pre-shift duties. An operator scheduled for an 8:00 AM shift arrives at 7:45 AM, clocks in immediately upon arrival, and their timecard accurately reflects 7:45 AM as the start time, ensuring proper compensation for all pre-shift work performed.

Custom Rotation Scheduling for Assignments

What - Assignment scheduling capabilities have been expanded to allow administrators to apply custom rotation recurrence rules directly to assignments during creation. This enhancement works with both AWT (Advanced Workforce Tracking) and regular assignment types, and assignments appear on the shift board only on dates matching the selected recurrence pattern, automatically hiding them on non-applicable days to minimize blank space.

Why - This enhancement was implemented due to customer requests for more sophisticated assignment scheduling that aligns with specific rotation patterns, enabling departments to schedule specialized assignments that follow the same rotation cycles as their shift schedules without creating duplicate entries or manual workarounds.

How -

Navigate to the assignment creation interface in Scheduling
Locate the custom rotation scheduling section below existing recurrence options
Select the desired custom rotation recurrence rule from the dropdown menu of available patterns configured for your agency
Complete standard assignment fields (name, type, users, etc.) and choose between AWT or regular assignment types as needed
Note that the selected recurrence rule cannot be excluded after assignment creation
Assign individual users to the rotation-based assignment using standard scheduling methods
The assignment will appear on the shift board only on dates matching the custom rotation schedule, with automatic visibility updates based on the rotation calendar

Use Case - A fire department operates a specialized Technical Rescue Team that follows a 48 on/96 off rotation pattern matching their A Shift schedule. The training coordinator creates a "Tech Rescue Standby" assignment and applies the 48/96 rotation recurrence rule during creation. The assignment now automatically appears on the shift board only during the 48-hour on-duty periods for A Shift, and personnel assigned to this specialized duty can be scheduled accordingly without the assignment cluttering the schedule on off-duty days, providing clear visibility of when the team is available for deployment.

Personnel API - Create New Personnel Records

What - The Personnel API now includes POST functionality, enabling programmatic creation of new personnel records through the API. This enhancement completes the full suite of CRUD operations (Create, Read, Update) for personnel management using a consistent data structure across all endpoints, with each successful POST request automatically generating a unique personnel ID and real-time validation against existing client data.

Why - This functionality was added due to customer requests for complete API-based personnel management capabilities, allowing external systems and integrations to create new user records alongside the existing GET and PATCH capabilities without requiring manual data entry through the web interface.

How -

Ensure your organization has Personnel API permissions enabled and valid API authentication credentials configured
Use the POST endpoint at the URL: https://[your-environment].firstdue.com/fd-api/v1/personnel/
Construct the request body using the same data structure as GET and PATCH endpoints, including desired field combinations for the new personnel record
Execute the POST request; if referenced data (departments, stations, ranks, etc.) does not exist in your instance, the API returns validation errors in the response
Upon successful creation, the response includes the newly generated personnel ID
Use GET requests with the personnel ID to retrieve the created record: https://[your-environment].firstdue.com/fd-api/v1/personnel/[personnel-id]
Use PATCH requests with the personnel ID to update specific fields as needed: https://[your-environment].firstdue.com/fd-api/v1/personnel/[personnel-id]

Use Case - A fire department uses an external HR system that manages new hire information and needs to automatically create corresponding user accounts in the scheduling system when new firefighters complete orientation. Their IT department develops an integration that uses the POST Personnel API endpoint to create new personnel records when the HR system triggers a "new hire onboarding complete" event, automatically populating department, station, rank, and other relevant fields. The API returns the new personnel ID, which the HR system stores for future updates, eliminating manual data entry and ensuring immediate scheduling system access for new personnel.

Multi-Module Time Clock Support

What - The time clock kiosk has been expanded to support clocking in for Activities/Events, Training, and Incidents in addition to the existing Shift Board functionality. Users can now select from four module options when clocking in and accurately log their time across multiple operational areas without being required to appear on the shift board, with the system displaying relevant options based on the selected module (all activities available for the current day, training classes assigned to the user for the current day, or open incidents from current and previous day).

Why - This enhancement was implemented due to customer requests for comprehensive time tracking across all department activities beyond scheduled shifts, allowing accurate logging of time for training exercises, special events, and incident responses while maintaining consistent data structure and reporting across all time clock functions.

How -

Access the time clock kiosk interface
Select the desired module from four available options: Shift Board, Activities/Events, Training, or Incidents
View the dropdown list of available options specific to the selected module (activities available for the current day, training classes assigned to you for the current day, open incidents from current/previous day, or shift board assignments)
Select the specific activity, training class, incident, or shift from the dropdown menu
Clock in successfully; the system records the time entry with the Location field populated according to module type
Clock out using the standard time clock process when your activity is complete
Note that shift board validation is removed for Activities, Training, and Incidents modules, while Shift Board clocking continues to use existing validation

Use Case - A firefighter arrives at the station for a scheduled hands-on training class on vehicle extrication techniques. Instead of clocking in through the shift board (where they are not scheduled that day), they access the time clock kiosk, select "Training" from the module options, choose "Vehicle Extrication Class - October 15" from the dropdown of their assigned training classes, and clock in. Their time entry accurately reflects attendance at the specific training class with the class name recorded in the Location field. Later that day, if they respond to an actual vehicle accident, they can clock in again by selecting "Incidents" and choosing the specific incident, ensuring separate and accurate time tracking for both the training activity and the emergency response.

Improved Shift Assignment Availability Tracking

What - The shift assignment process now includes intelligent availability duration tracking that accurately calculates and displays remaining availability based on whether shifts consume full or partial availability windows. When users are assigned to shifts, the system determines if the assignment uses their complete availability window (such as a 24-hour shift for 24-hour availability) or only a portion (such as an 8-hour shift for 24-hour availability), and the Availability tab updates in real-time to reflect remaining unassigned hours.

Why - This enhancement was implemented due to customer requests for real-time visibility into partial availability after shift assignments, enabling schedulers to identify personnel who remain available for additional assignments rather than removing them completely from the availability pool when they still have unassigned hours.

How -

Navigate to SCHEDULING → SHIFT BOARD to access the scheduling interface
Check the AVAILABILITY tab on the right-hand side to view users available for assignment, including those marked "Available for call"
To assign a user to a shift with full availability match: select a user with 24-hour availability and drag and drop them to a 24-hour shift; the user is completely removed from the Availability tab with no remaining hours
To assign a user to a shift with partial availability match: select a user with 24-hour availability and drag and drop them to a shorter duration shift (such as an 8-hour shift); the user remains in the Availability tab with adjusted availability showing remaining unassigned hours
Note that if the assigned user lacks required qualifiers for the shift, a warning message appears but the assignment proceeds
The Availability tab automatically refreshes to reflect current availability status after each assignment

Use Case - A scheduler is staffing multiple units for an anticipated busy day and sees that a paramedic has indicated 24-hour availability. The scheduler assigns the paramedic to an 8-hour shift on the primary ambulance. Instead of disappearing from the Availability tab completely, the paramedic remains visible with 16 hours of remaining availability displayed. Later in the scheduling process, when a different unit needs coverage for a 12-hour period, the scheduler can easily identify and assign the same paramedic to fill that shift, maximizing utilization of available personnel without having to manually track who has partial availability remaining.

Bugs

Allow Trades to be Edited for Unassigned

What - This fix resolves a critical issue where trade acceptors were being incorrectly removed from the Unassigned Person section after editing Trade Time Off records, ensuring proper maintenance of trade acceptor visibility and status throughout the entire trade lifecycle for accurate personnel tracking and workflow continuity.

Why - This fix was implemented due to customer request to address data integrity concerns in the trade management workflow where personnel visibility was being lost during routine record maintenance activities.