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.

Build New Rotation

What - This enhancement introduces new rotation rules that are now available for use in the scheduling system, offering more flexibility in shift assignments with complex rotation patterns including various on/off combinations that accommodate different department scheduling needs.

Why - These new rotation patterns were developed due to customer request to support additional scheduling configurations that better match their operational requirements and staffing models.

How - To utilize the new rotation patterns:

• Navigate to Setup → Rotations → Rules and include the desired new rotation rules for your client account
• Once rules are included, associate them with a rotation through the standard rotation setup process
• Use the new patterns on the Shift Board for regular scheduling
• Apply the patterns when adding Kelly Days based on rules to user rotations
  
• 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
  

Use Case - A fire department with specialized apparatus assignments can now implement a rotation pattern like "1 on / 5 off / 1 on / 42 off" for their hazmat team, ensuring proper coverage while providing extended time off periods that accommodate advanced training requirements and specialized certifications.

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.

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.

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.

How - This fix works automatically:

• Trade acceptors remain visible in the Unassigned Person section regardless of Time Off record modifications
• Users can safely edit Trade Time Off records (Project Code, Notes, etc.) without affecting personnel visibility
• All trade-related records maintain proper relationships throughout the process
• Complete audit trail is preserved throughout the trade lifecycle
• No additional configuration is required

Use Case - When a firefighter who accepted a trade has their Time Off record edited to add project codes or update notes, they remain visible in the Unassigned Person section, ensuring supervisors can continue to track their availability and the trade remains properly documented in the system without losing personnel assignment visibility.

Time Off Request - Initiated Date Preservation

What - This fix resolves a critical bug where editing Time Off Requests incorrectly updated the Initiated date to the current timestamp instead of preserving the original creation date, ensuring accurate reporting and maintaining proper audit trails for approval workflows.

Why - This fix was implemented due to customer request to address reporting accuracy issues that were causing confusion in approval workflows and impacting audit trail integrity for time off management.

How - This fix works automatically:

• The original Initiated timestamp is preserved when editing Time Off Requests
• Only modified fields are updated during the edit process
• The Initiated field continues to display the original creation date regardless of subsequent edits
• Reporting and approval workflows reference accurate initiation timestamps
• No additional configuration is required

Use Case - When a firefighter submits a vacation request on January 15th and later edits it on January 20th to add additional notes, the system continues to show the Initiated date as January 15th, ensuring accurate reporting of request timing and proper audit trails for administrative review and approval processing.

Timecard Copy Week Function Error Resolution

What - This fix resolves a console error that occurred when switching users and attempting to copy week data on the time card page, ensuring seamless user switching functionality and eliminating browser console errors that previously disrupted the copy week workflow.

Why - This fix was implemented due to customer request to address data handling issues that could have led to data integrity problems or unexpected behavior during timecard management operations.

How - This fix works automatically:

• Users can now switch between different employees using the dropdown menu without generating console errors
• The copy week functionality executes successfully for all accessible users
• Enhanced backend processing ensures proper user context management during operations
• All copy week operations complete without browser console errors
• No additional configuration is required

Use Case - When a supervisor needs to copy the previous week's timecard data for multiple firefighters, they can switch between different personnel using the user dropdown and use the copy week function without encountering system errors, ensuring reliable timecard management across all employees under their supervision.

User Role Permission Detection for Time Off Approval

What - This fix resolves a critical issue where the system failed to properly detect users with APPROVE/DENY TIME OFF permissions when those users were assigned to multiple roles with mixed permission sets, ensuring users with required permissions are correctly identified and available for time off approval workflows regardless of which specific role grants them the permission.

Why - This fix was implemented due to customer request to address approval workflow bottlenecks where eligible approvers were not available for assignment despite having the correct permissions through their assigned roles.

How - This fix works automatically:

• System now scans all roles assigned to a user to identify permission grants
• Navigate to Scheduling → Setup → Time Off → Specific Users to view all users with detected permissions
• Users with required permissions through any assigned role can be successfully added as specific approvers
• Enhanced permission logic evaluates all user roles for eligibility determination
• Also applies to Scheduling - Routing trade approval permissions

Use Case - A fire captain who has both "Station Officer" and "Training Coordinator" roles, where only the Station Officer role includes time off approval permissions, will now correctly appear in the list of available approvers, ensuring they can be assigned to approve vacation requests and other time off for their personnel without permission detection failures.

Maximum Consecutive Hours Validation for Split Shift Rotations

What - This fix resolves a critical validation issue where users on rotation for split shifts could exceed configured maximum working hours when being assigned to call shifts, ensuring proper enforcement of hour limits across all shift types and rotation statuses for compliance with configured work time restrictions.

Why - This fix was implemented due to customer request to ensure consistent application of maximum hour limits regardless of shift assignment status and prevent scheduling violations that could impact personnel safety and regulatory compliance.

How - This fix works automatically:

• System continuously monitors total hours worked across all shift types including work shifts, rotations, and call shifts
• Users who have reached configured hour limits are automatically excluded from contactable user lists for call shifts
• Maximum hours and break periods must be configured in Scheduling → Setup → Settings
• Start of day time must be properly set to ensure accurate hour calculations across day boundaries
• Split shift scenarios now properly track cumulative hours across alternating assignments

Use Case - A firefighter working alternating morning and afternoon rotations who has accumulated 36 hours over several days will be correctly excluded from available call shift assignments if the maximum consecutive hours is set to 39 hours with a 9-hour break requirement, ensuring compliance with fatigue management policies and preventing over-scheduling.

Call Shift Maximum Hours Calculation Fix

What - This fix resolves a critical issue where users were incorrectly excluded from call shifts due to faulty consecutive work hours validation, ensuring the system properly calculates maximum consecutive work time including partial shifts and break periods so that eligible users are correctly available for assignment.

Why - This fix was implemented due to customer request to address scenarios where users were being incorrectly marked as unavailable for shifts despite having adequate break time and not exceeding actual consecutive work hour limits.

How - This fix works automatically:

• System correctly computes consecutive work time across partial and full shifts
• Validates sufficient break periods (equal to or greater than configured minimum) between work periods
• Handles consecutive hour calculations that span multiple days
• Users are marked available when consecutive hours don't exceed configured maximum and they have adequate break time
• Ensure maximum consecutive hours and minimum break time are configured in system settings

Use Case - A firefighter who worked 24 hours on November 8th, 8 partial hours on November 9th, and 24 hours on November 10th (totaling 56 total hours but only 32 consecutive hours) followed by a 48-hour break period will now be correctly available for shifts on November 13th since their consecutive hours (32) are below the 48-hour maximum and they had adequate break time, rather than being incorrectly excluded from assignment.

Job Board Daily Digest Notification Delivery

What - This fix resolves a critical issue where Job Board notifications were not being sent to users at their scheduled times, ensuring that when Job Boards are created with daily notification settings, users receive timely SMS and email notifications as configured for improved operational reliability in call shift management.

Why - This fix was implemented due to customer request to address notification delivery failures that were impacting operational communication and call shift coordination when Job Board functionality was enabled.

How - This fix works automatically:

• Configure Job Board settings by navigating to Scheduling → Setup → Call Shift Rules → Job Board and enable Job Board with Daily notification setting
• Create Call Shifts using Scheduling → Call Shift → New Call Shift and use the Add Job Board button
• System now properly queues and sends notifications at scheduled times via configured methods (SMS/email)
• All notification activities are logged in Scheduling → System Log for troubleshooting
• Requires Twilio integration for SMS notifications and valid user notification methods

Use Case - When a fire department creates a Job Board for available overtime shifts with daily notifications scheduled for 8:00 AM, all eligible firefighters now receive their SMS and email notifications reliably at the configured time, ensuring proper communication about available opportunities and maintaining operational readiness for call shift coverage.