Purpose Statement

The Roster Count feature provides a real-time visual representation of staffing levels across all assignments and time periods within your shift schedule. This tool enables supervisors and administrators to quickly identify staffing gaps, ensure minimum staffing requirements are met, and make informed scheduling decisions to maintain operational readiness. By displaying staffing levels in an easy-to-read format with color-coded indicators, the Roster Count helps prevent understaffing situations and ensures compliance with department policies and NFPA standards.

Background Information

Maintaining appropriate staffing levels is critical for emergency services operations. The Roster Count feature consolidates complex scheduling data into a single visualization that shows exactly how many personnel are assigned to each hour of the day across all assignments. This becomes especially valuable during shift transitions, holiday periods, or when managing multiple concurrent leave requests. The feature integrates with your shift schedules, time-off requests, and assignment configurations to provide an accurate, up-to-date view of your department's staffing status. Understanding how to read and interpret the Roster Count display is essential for anyone responsible for scheduling oversight, resource allocation, or ensuring minimum staffing compliance.

Required Permissions

To access and view the Roster Count feature, users must have:

• Access Scheduling
  
• Access Shift Board
  

Video

Step-by-Step Guide

Step 1: Navigate to the Shift Board

1. From the main navigation menu, click on Scheduling
2. Select Shift Board from the dropdown options
   

Step 2: Access Roster Count

1. Locate the More Options menu in the Shift Board interface
2. Hover over More Options to reveal additional tools
3. Click on Roster Count from the expanded menu
   

Step 3: Interpret the Roster Count Display

The Roster Count screen provides comprehensive staffing information organized into several key components:

Hourly Timeline (Top Row)

• The hours of the day (typically 0000-2359 in 24-hour format) are displayed across the top of the screen
• Each hour column shows the total number of individuals working during that specific time period

Assignment Rows (Left Side)

• All active assignments are listed vertically on the left side of the display
• Each assignment row corresponds to a specific apparatus, station, or functional role

Staffing Level Indicators (Black Dots)

• Black dots next to each assignment name indicate the required staffing level for that assignment
• These numbers represent your department's minimum staffing requirements or target staffing goals

Visual Status Indicators

• Blue Lines: Indicate full staffing has been achieved for that assignment during that hour
• Grey Lines: Indicate below-full staffing (assigned personnel are less than the target staffing level)
• Red 0s: Indicate zero staffing (no personnel assigned to that assignment during that hour)

Legend (Bottom of Screen)

• Reference the legend at the bottom of the display for a quick reminder of what each color and symbol represents
  

Best Practices

Proactive Staffing Management

• Review Roster Count at least daily, preferably at the beginning of each shift cycle
• Check staffing levels before approving time-off requests to avoid creating gaps
• Use the visual indicators to quickly identify problem hours that need attention

Addressing Staffing Gaps

• Prioritize filling red 0s (zero staffing) immediately, as these represent critical gaps
• Address grey lines (below-full staffing) based on operational priorities and minimum staffing policies
• Consider callback procedures to resolve identified gaps

Integration with Other Scheduling Tools

• Cross-reference Roster Count with your shift calendar and time-off requests
• Use Roster Count findings to inform decisions about approving or denying leave requests

Documentation and Compliance

• Take screenshots of Roster Count displays when documenting staffing issues or compliance concerns
• Use Roster Count data to support budget requests for additional personnel
• Reference historical staffing patterns when planning for seasonal variations or special events

Common Mistakes to Avoid

• Don't rely solely on Roster Count without verifying actual on-duty status (personnel may call out after schedules are created)
• Avoid making last-minute staffing changes without checking the ripple effect across multiple assignments
• Don't ignore grey line warnings—consistently operating below full staffing can lead to operational issues

Troubleshooting & FAQs

Q: The Roster Count shows staffing, but I know someone called out sick. Why isn't this reflected? A: Roster Count displays scheduled assignments based on the shift calendar. Real-time callouts or last-minute changes may not immediately appear. Cross-reference with your daily staffing board or attendance tracking for the most current status.

Q: What does it mean if I see grey lines for an entire 24-hour period? A: This indicates that assignment is consistently understaffed according to your configured staffing levels. Review whether the staffing level target is set correctly, or if you need to reassign personnel or hire additional staff.

Q: Can I print or export the Roster Count display? You can take screenshots of the Roster Count display for documentation purposes. 

Q: The staffing numbers don't match what I expected. How do I troubleshoot? A: Verify the following: (1) Time range you're viewing matches your intended period, (2) All assignments are configured with correct staffing level targets, (3) Shift schedules have been properly published, (4) Personnel assignments are correctly mapped to apparatus/stations.

Q: Why do some assignments show blue lines while others show grey even though everyone is scheduled? A: Blue lines appear only when scheduled personnel meet or exceed the target staffing level (black dots). If the target is set to 3 but only 2 are scheduled, you'll see grey even though positions are filled—just not to the desired level.

Q: Can I change the staffing level targets directly from the Roster Count screen? A: No, Roster Count is a read-only display tool. Staffing level targets must be configured through the assignment or apparatus settings. Contact your administrator if targets need adjustment.

Q: How often does the Roster Count update? A: Roster Count refreshes based on your shift schedule data. When shift assignments are modified, approved trades occur, or time-off is granted/denied, the Roster Count will reflect those changes once the schedule is updated.