Job Board Feature

What - A comprehensive Job Board system has been implemented within the Scheduling module, providing personnel with a centralized platform to view and apply for available shift vacancies, overtime opportunities, special assignments, and training positions. This feature transforms the traditional reactive shift coverage model by allowing personnel to proactively browse and self-select opportunities that match their availability and qualifications, while providing administrators with enhanced tools for posting and managing shift openings across the department.

Why - This enhancement was developed due to customer request to improve shift fill rates and reduce administrative burden associated with traditional call shift methods. The Job Board addresses the need for a more efficient approach to managing non-urgent shift coverage, special assignments, and training opportunities by giving personnel greater visibility into available positions and enabling them to actively participate in the selection process rather than waiting to be contacted directly.

How -

1. Configure the Job Board feature through the following process:
   
1. Navigate to Scheduling from the main menu and select Setup
   
2. Click on Call Shift Rules and select Job Board to access configuration settings
   
3. Enable the Job Board toggle to activate the feature for your department
   
4. Configure notification preferences by selecting either immediate notifications for each posting or consolidated daily notifications
   
5. Click Save to apply all configuration changes
   

• Personnel can access Job Board postings through Scheduling > Dashboard in the Call Shift area or Scheduling > Call Shifts > Job Board
  
• Administrators can create postings by initiating a call shift, completing all required details including start/end times, qualifiers, deadlines, and assignment information, then clicking Add to Job Board
  

Use Case - A fire department can utilize the Job Board to post overtime shifts for weekend coverage, allowing qualified personnel to review the requirements and apply if interested rather than administrators calling through a roster. Additionally, when special event assignments arise such as standby coverage for community events, training opportunities become available, or vacation coverage is needed, administrators can post detailed information including specific qualifications required, shift duration, and application deadlines, enabling personnel to make informed decisions about applying for positions that align with their career development goals and availability.

1. Scheduling > Setup > Job Board Settings
   
2. Scheduling > Call Shifts > Posting to the Job Board
   
3. Scheduling > Call Shifts > Responding to Job Board Postings
   

Recurring Time Off Logic Update

• What - The recurring time off feature has been enhanced to automatically apply time off to all scheduled shifts within a selected date range, eliminating the need for manual time configuration. When users enable recurring time off, the system now simplifies the interface by hiding start and end time fields and automatically covers all real shifts during the specified period.

• Why - This enhancement was implemented due to customer request to simplify the user experience and provide more accurate time off assignments based on actual scheduled shifts.

• How - To use the enhanced recurring time off:

• Access time off assignment by dragging a user to the "Time Off" area on Shift Board or right-clicking and selecting "Send to Time Off"
• In the time off modal, enable the "Recurring Time Off" toggle
• Start Time and End Time fields will automatically hide when toggle is enabled
• Select the desired date range for recurring time off
• System will automatically create time off entries for all detected shifts within the range
• To use single time off mode, disable the recurring toggle to show Start Time and End Time fields

• Use Case - A firefighter requests two weeks of vacation time that spans multiple different shift patterns including 24-hour shifts and partial shifts. Instead of creating separate time off requests for each individual shift, you can now enable recurring time off, select the two-week date range, and the system automatically will create time off entries for every scheduled shift during that period, ensuring complete coverage without manual configuration.

Build New Rotation

• What - New rotation patterns have been introduced to the scheduling system, providing administrators with additional flexibility in shift assignments. The system now includes "1 On / 1 Off / 1 On / 1 Off / 1 On / 1 Off / 1 On / 3 Off / 1 On / 1 Off / 1 On / 2 Off / 1 On / 5 Off" patterns for specialized scheduling needs.

• Why - This enhancement was implemented due to customer request for more diverse rotation patterns to accommodate different departmental scheduling requirements.

• How - To enable and use new rotation patterns:

• Navigate to Scheduling Setup → Rotations → Rules
• Include the new rotation rules for your account (they are excluded by default)
• Once rules are included, associate them with a rotation
• Apply the rotation patterns on the Shift Board
• New rotation patterns can also be used when adding Kelly Days based on rules to user rotations

• Use Case - A fire department needs to implement a specialized rotation pattern that accommodates both regular staffing and training schedules. The administrator can now select the complex "1 On / 1 Off" pattern that includes extended off periods, ensuring personnel receive adequate rest while maintaining minimum staffing levels and allowing for scheduled training sessions during the extended off periods.

Pending Time Off and Call Shifts

• What - A new enhancement prevents users with pending time off requests from being automatically included in call shifts when the organization has enabled the "Remove users for Pending Time Off" setting. The system now proactively excludes users who may not be available even before their time off is formally approved, with clear exclusion reasons displayed to administrators.

• Why - This enhancement was implemented due to customer request to improve shift management by preventing potential scheduling conflicts with users who have time off requests awaiting approval.

• How - To utilize this feature:

• Ensure "Remove users for Pending Time Off" setting is enabled in system settings
• When users submit time off requests that enter pending status, the system automatically identifies them during call shift processes
• Users with pending time off will appear in the exclusion area with reason "excluded for pending time off"
• Administrators can manually override and add excluded users to call shifts if needed
• Feature only affects call shifts - mandatory shifts are not impacted

• Use Case - A paramedic submits a time off request for a family emergency that requires supervisor approval. While the request is pending, an urgent call shift becomes available for the same date. The system automatically excludes this paramedic from the call shift pool since they may not be available, preventing potential staffing issues. If the time off is later denied and the paramedic becomes available, the administrator can manually add them back to the call shift.

Time Off Logic - Requests and Limit Validation

• What - A new configurable system setting has been introduced that prevents end users from submitting time off requests when the daily limit has been reached. This feature provides administrators with better control over time off allocation while maintaining admin override capabilities and displaying clear warning messages to users when limits are met.

• Why - This enhancement was implemented due to customer request to provide better control over time off allocation and prevent over-scheduling issues when daily limits are reached.

• How - To configure and use this feature:

• Navigate to Scheduling → SET UP → Time Off Settings 
• Locate and enable the "Prevent User Requests" toggle setting (disabled by default)
• Save configuration changes
• When enabled, users attempting to submit requests for dates at capacity will see a red warning message
• Administrators retain full ability to assign time off regardless of limits
• Users must select alternative dates or contact the administrator when limits are reached
  

                  

• Use Case - A police department has a policy limiting vacation requests to 3 officers per day to maintain minimum staffing. When the fourth officer tries to submit a vacation request for a popular holiday date that already has 3 approved requests, the system displays a warning message preventing submission  This prevents the administrator from having to manually reject requests and helps officers plan alternative vacation dates immediately.

Update Vacancy Count - Assignments

• What - The vacancy count display on shift boards has been enhanced to be assignment-specific and responsive to filtering selections. The feature now provides administrators with accurate, real-time vacancy counts that reflect only the assignments currently visible on their shift board, updating dynamically as filters are applied or removed.

• Why - This enhancement was implemented due to customer request to provide more accurate vacancy counting that aligns with filtered assignment views and eliminates confusion when managing specific assignment groups.

• How - To utilize the enhanced vacancy counting:

• Access any shift board with assignments visible
• Initial display shows total vacancy count for all visible assignments
• Apply assignment filters using the dropdown to remove specific assignments from view
• Vacancy count automatically decreases to reflect only remaining visible assignments
• Re-add assignments to the filter to increase vacancy count accordingly
• Switch between different shift boards to see board-specific vacancy calculations
• Only positions configured with "counts towards vacancies" setting are included
  

• Use Case - A battalion chief is reviewing staffing needs for Engine companies only and filters the shift board to show just Engine assignments. The vacancy count now displays only the open Engine positions (e.g., 3 vacancies) rather than the total department vacancies (e.g., 15 vacancies including Ladder and Rescue companies). This allows them to focus specifically on Engine staffing needs and make targeted personnel decisions without being distracted by vacancies in other assignment areas.

Add Division Filter to Canned Payroll Reports

• What - A new multi-select division filter has been added to all payroll reports (Payroll, Time Card, Digital Time Card, and Payroll Summary) to streamline user selection for administrators. This enhancement eliminates the need to individually select users by allowing administrators to filter entire divisions with a single selection, significantly improving efficiency when generating reports for specific organizational groups.

• Why - This enhancement was implemented due to customer request to improve report generation efficiency and provide better organizational filtering capabilities for payroll processing.

• How - To use the division filter:

• Navigate to any supported payroll report (Payroll, Time Card, Digital Time Card, or Payroll Summary)
• Locate the new "Division" multi-select dropdown filter at the top of the report interface
• Select one or multiple divisions from the dropdown menu (populated from personnel record assignments)
• Click "Apply" or "Generate Report" to filter data to selected division(s)
• Use standard download functionality to export filtered report data
• Division-specific filtering is maintained in downloaded results
  

• Use Case - A fire department's payroll administrator needs to generate time cards for all personnel in the Operations Division for the pay period. Instead of manually selecting 50+ individual firefighters and officers, they can now select "Operations Division" from the filter dropdown, immediately generating a report containing only those personnel. This reduces report generation time from 10+ minutes of individual selections to under 30 seconds, especially valuable during busy payroll processing periods.

Including Admin in Trades

• What - This enhancement addresses a workflow gap where trades sent to lists containing approvers weren't properly handling the approval process. The system now implements a dual approval mechanism that allows approver-users to accept trades while ensuring proper segregation of duties through a secondary approval step, with automatic exclusion logic for single approver scenarios.

• Why - This enhancement was implemented due to customer request to resolve critical workflow issues where trades involving approvers weren't being properly processed through the approval system.

• How - The enhanced trade workflow operates as follows:

• Initiate a trade to a list that includes users with approval permissions
• System determines if multiple approvers are available
• If only one approver exists, that user is automatically excluded from receiving the trade
• If multiple approvers exist, the approver-user on the list can accept the trade
• Once accepted, the trade automatically routes to a different approver for final approval
• The accepting user cannot serve as the final approver
• Final approval by secondary approver completes the trade process

• Use Case - A fire captain wants to trade their shift and sends the trade request to a list that includes both regular firefighters and a battalion chief who has approval authority. The battalion chief can now accept the trade as a participant, but the system automatically routes the final approval to a different chief to maintain proper oversight. This prevents the situation where trades were getting stuck because approvers on the list couldn't participate in the normal trade process.

Bug Fixes

Accrual Bank Time Off Type Issue

• What - A critical issue has been resolved where denied user rotation time offs were incorrectly generating "time off type changed" records in the accrual bank when trades were subsequently created. The system was crediting time off hours to wrong time off types and assigning duplicate identifiers, causing inaccurate accrual calculations.

• Why - This fix was implemented to resolve critical payroll accuracy and compliance reporting issues that were affecting all client instances.

• How - This fix operates automatically:

• Each time off record now receives a distinct identifier preventing conflicts
• Time off hours are correctly assigned to proper time off types in the accrual bank
• System no longer generates incorrect "time off type changed" records for trades from denied rotation time offs
• All accrual bank calculations now accurately reflect correct time off type associations
• No user configuration required - fix applies to all future transactions

• Use Case - An officer creates a time off request for "vacation" from their rotation schedule, which gets denied by their supervisor. Later, a trade is created for the same date and user. Previously, this would create an incorrect "time off type changed" record and credit hours to the wrong category. Now, the system generates separate records with unique identifiers, ensuring the trade hours are properly categorized and payroll calculations remain accurate.

Call Shift Rotation Order Fix

• What - A critical issue has been resolved with the "Rotating" sorting strategy in Call Shift rules where the "Move Order By" setting failed to preserve original user positions when combined with "Move If" conditions other than "Accepted". The system now ensures consistent behavior across all Move If statuses while maintaining expected user rotation functionality.

• Why - This fix was implemented to resolve inconsistent call shift behavior that was causing incorrect user ordering when specific rule combinations were used.

• How - This fix operates automatically for existing configurations:

• Call Shift rules with List Sorting set to "Rotating" and Move Order By set to "Original Position" now work consistently
• Users matching Move If conditions are moved to end of list in original relative order regardless of status
• All Move If statuses (Denied, Contacted, Accepted) now maintain proper original position preservation
• Existing rule configurations continue working without modification
• No user setup required - improvement applies to current and future call shifts

• Use Case - A fire department uses call shift rules with "Move If = Denied" and "Move Order By = Original Position" to manage overtime assignments. Previously, when multiple firefighters declined overtime, their original ranking order wasn't preserved when they were moved to the end of the list. Now, if Firefighters Smith (#3), Johnson (#7), and Wilson (#12) all decline, they maintain their relative positions (3-7-12) when moved to the end, ensuring fair rotation continues properly for future overtime opportunities.

Call Shift Duplicate Ranking Fix

• What - A critical issue has been resolved where editing and saving Call Shift Rules multiple times created duplicate entries in the Call Shift Ranking list, causing inflated hour calculations. The system now properly handles rule archiving without reprocessing previously calculated shift data.

• Why - This fix was implemented to resolve ranking calculation errors that were causing incorrect overtime hour tracking and unfair distribution of assignments.

• How - This fix operates automatically:

• Call Shift Rules can now be edited multiple times without creating duplicate ranking entries
• System checks for existing shift entries before creating new ranking records
• Previously processed shifts are excluded from reprocessing when rules are modified
• Only new shifts are processed for ranking calculations
• Existing duplicate entries created before this fix may need manual cleanup

• Use Case - A battalion chief needs to adjust call shift rules multiple times to fine-tune overtime distribution. Previously, each rule edit would duplicate ranking entries, making it appear that some firefighters worked double the overtime hours. Now, when the chief modifies rules for coverage optimization, each firefighter's actual worked hours are counted only once, ensuring accurate overtime tracking and fair rotation calculations for future assignments.