Purpose Statement

The Shift Trade Request feature enables fire and EMS personnel to exchange scheduled shifts with qualified colleagues through a structured, trackable approval process. This feature streamlines shift swaps while maintaining proper staffing levels, qualification requirements, and administrative oversight. By providing a centralized platform for trade requests, First Due eliminates manual paperwork, ensures compliance with department policies, and maintains complete documentation of all shift exchanges for payroll and scheduling accuracy.

Background Information

Shift trading is a critical component of workforce flexibility in fire and EMS operations, allowing personnel to manage personal commitments while ensuring stations remain properly staffed with qualified personnel. Traditional shift trade processes often involve paper forms, phone calls, and manual verification of qualifications—creating administrative burden and potential for errors.

First Due's Shift Trade Request system digitizes this process, enabling personnel to submit trade requests directly from their accounts, automatically routing requests to appropriate approvers and qualified personnel. The system supports multiple trade types including standard trades (one person covers another's shift) and reciprocal trades (two personnel exchange shifts simultaneously).

Common use cases include:

• Managing personal appointments or family obligations
• Accommodating training schedules or continuing education
• Supporting personnel during emergencies or unexpected situations
• Facilitating vacation coverage and time-off planning
• Balancing workload across crews or platoons

Required Permissions

To submit shift trade requests, users must have:

1. Access Scheduling 
   
2. Access Shift Trades

Video

Step-by-Step Guide

Step 1: Access the Shift Trade Module

Navigate to Scheduling > Shift Trades from the main First Due menu. This opens the shift trade request interface with your upcoming scheduled shifts displayed.

Step 2: Select Your Date Range

By default, the system displays the next month of scheduled dates. To view different time periods:

• Click Start Date in the upper left corner to select your desired beginning date
• Click End Date to set the ending date for your date range
• The calendar will update to show all scheduled shifts within your selected range
  

Step 3: Choose the Shift Date to Trade

Review the displayed dates and click on the specific date you wish to trade. This selection identifies which of your scheduled shifts you want another qualified person to cover.

Step 4: Designate the Trade Approver

In the approval field, type the name of the supervisor, captain, or administrator who will approve this trade request. The system will auto-suggest names as you type. This ensures the request routes to the appropriate authority for review according to your department's chain of command.

Step 5: Select Trade Recipients

You have three options for directing your trade request to qualified personnel:

Option A - Qualifiers: Send the request to all personnel who meet specific qualification requirements (certifications, positions, or skill sets). This broadcasts your request to everyone eligible to cover your shift.

Option B - Groups: Direct the request to predefined groups such as platoons, shifts, or battalions. This targets personnel within specific organizational units.

Option C - Individuals: Send the request to one or more specific people by name. This option allows for direct coordination with known colleagues.

Step 6: Configure Reciprocal Trade (Optional)

If sending to a single individual, you can enable the Reciprocal Trade feature, which allows both parties to exchange shifts in a single request:

1. Enable the reciprocal trade option
2. Click on the recipient's date field to open their calendar view
3. Review the monthly calendar showing dates the individual is scheduled to work
4. Select the date you will work in exchange for them covering your shift
5. The system will document both exchanges as part of one approved trade
   

Note: Reciprocal trades ensure fair exchange and simultaneous coverage, reducing the need for multiple trade requests and simplifying approval tracking.

Step 7: Add Notes and Context

In the notes field, provide any relevant information about the trade request:

• Reason for the trade (if appropriate to share)
• Special considerations or requirements
• Contact information for coordination
• Any deadlines or time-sensitive factors

Clear notes help approvers make informed decisions and facilitate communication between trading parties.

Step 8: Submit Your Request

Click Submit Request to send your trade to the designated approver and selected recipients. The system will:

• Notify the approver that a trade requires review
• Alert selected recipients (qualifiers, groups, or individuals) that a trade is available
• Send you confirmation once the request is submitted
  

Step 9: Submit Standard Trades (Alternative Method)

If you don't need the reciprocal feature, you can submit a standard one-way trade:

1. Follow Steps 1-5 above
2. Skip the reciprocal configuration (Step 6)
3. Add notes explaining the arrangement
4. Submit the request
   

Best Practices

Do:

• Submit trade requests as early as possible to allow adequate time for approval and coordination
• Verify that selected recipients meet all qualification requirements for your position/assignment
• Include clear, professional notes explaining your request and any special circumstances
• Confirm trades directly with the covering person once approved to ensure mutual understanding
• Monitor your shift trade dashboard regularly for responses and approval status
• Respect department policies regarding advance notice requirements for trade requests
• Use reciprocal trades when possible to ensure fair exchange and clear documentation

Don't:

• Submit last-minute trade requests that don't allow reasonable time for approval and coordination
• Assume a trade is approved until you receive official confirmation from the approver
• Trade shifts with personnel who aren't qualified for your assignment or apparatus
• Forget to coordinate with the covering person about specific shift details (station location, assignment, responsibilities)
• Submit duplicate or overlapping trade requests that could create scheduling conflicts
• Work arrangements outside the system that aren't properly documented through First Due

Common Mistakes to Avoid:

• Selecting the wrong date range and missing the shift you intend to trade
• Failing to designate the correct approver according to your chain of command
• Not providing sufficient context in notes for approvers to make informed decisions
• Overlooking qualification requirements when selecting recipients
• Submitting reciprocal trades with dates that don't align with both parties' schedules
• Assuming group or qualifier broadcasts will result in immediate responses

Troubleshooting & FAQs

Q: Why can't I see the shift I want to trade in the calendar? A: Verify that your date range includes the shift date. Expand your Start Date and End Date range to display additional scheduled shifts. If the shift still doesn't appear, confirm that the shift has been properly scheduled in the system by checking your schedule under Scheduling > My Schedule.

Q: What happens if no one accepts my trade request? A: If no qualified personnel accept your trade within a reasonable timeframe, you may need to expand your recipient selection (send to additional groups or qualifiers), adjust your reciprocal offer if applicable, or consult with your supervisor about alternative coverage options. You can cancel and resubmit the request with different parameters if needed.

Q: How do I know if my trade request was approved? A: First Due sends automatic notifications when trade requests are approved, declined, or modified. 

Q: What's the difference between a reciprocal trade and a standard trade? A: A reciprocal trade is a simultaneous exchange where both parties cover one of each other's shifts, documented in a single request. A standard trade is one-way coverage where someone covers your shift without requiring you to immediately cover one of theirs. Reciprocal trades ensure balanced exchange and are often preferred for fairness.

Q: Why can't I select a reciprocal date for the covering person? A: Reciprocal trade functionality is only available when sending to a single individual. If you're broadcasting to qualifiers or groups (multiple recipients), you must use the standard trade format. Select one specific person to enable reciprocal options.

Q: Can I submit multiple trade requests for the same date? A: No.

Q: Who can I send trade requests to? A: You can send trade requests to any personnel designated as qualifiers (meeting specific certification requirements), predefined groups (platoons, battalions, shifts), or specific individuals. The system may restrict options based on qualification requirements and department policies configured by administrators.

Q: What if the approver I need isn't showing up in the auto-suggest field? A: Ensure you're typing the approver's name correctly and that they have the appropriate permissions to approve shift trades. If the person still doesn't appear, contact your system administrator to verify the user's account status and approval permissions.