Purpose Statement

The Shift Board time off feature allows schedulers and administrators to quickly add time off entries for personnel by dragging users directly to the time off section or using right-click options. This streamlined approach improves scheduling efficiency by enabling time off management within the same interface used for daily shift assignments, reducing the need to switch between multiple screens or modules.

Background Information

Managing time off is a critical component of fire and EMS scheduling, particularly given the complexity of 24/48 or 48/96 shift rotations and the need to maintain minimum staffing levels. The Shift Board's integrated time off functionality allows schedulers to visualize personnel availability in real-time while adding absences, making it easier to identify coverage gaps and adjust assignments accordingly.

This feature is particularly valuable when managing last-minute absences, planned vacations, training assignments, or other situations where personnel will be unavailable for their scheduled shifts. The recurring time off option is especially useful for extended medical leaves, extended training programs, or long-term special assignments that span multiple shift cycles.

Time off entries added through the Shift Board integrate with the broader time off management system, appearing in time off reports, affecting accrual calculations, and triggering any configured notifications or approval workflows. This ensures consistency across all scheduling functions while providing flexibility in how time off is entered.

Required Permissions

To add time off for personnel via the Shift Board, users typically need:

• Access Shift Board - Allows access to the Shift Board interface
• Time Off - View in Scheduling Deputy - Enables viewing the time off section on the Shift Board
• Edit/delete any time off - Allows adding and modifying time off entries for all personnel (typically for administrators and scheduling supervisors)
• Edit time off - Allows adding and editing time off entries for specific users as assigned
  

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Step-by-Step Guide

Adding Time Off via Drag and Drop

1. Navigate to Scheduling > Shift Board from the main menu.
   

1. Locate the user you want to place on time off in the Shift Board view.

2. Click and drag the user's name to the time off section of the scheduling deputy (typically located in a designated area of the Shift Board interface).
   

Alternative Method: Right-Click Option

1. Right-click on the user's name or shift assignment on the Shift Board.

2. Select Send to Time Off from the context menu.
   

Entering Time Off Details

3. Complete the required fields in the time off dialog box:
   • Time off type: Select the appropriate category (vacation, sick leave, personal day, training, etc.)
   • Time off subtype: Choose a more specific classification if applicable (sick-family, comp-time, bereavement, etc.)
   • Project code: Enter any relevant project or billing code for tracking purposes (if required by your organization)
   • Start Time: Specify when the time off begins
   • End Time: Specify when the time off ends
     

Adding Recurring Time Off (For Extended Absences)

4. If the individual will be off for an extended period spanning multiple shifts, enable the Recurring Time Off toggle.

5. Two additional date fields will appear:

   • Start Date: This will automatically populate based on the start time entered in step 3
   • End Date: Enter the last date the user will be off

6. The system will automatically create time off entries for every day the user is scheduled to work until the specified end date. This eliminates the need to manually enter time off for each individual shift during extended absences.
   

Saving the Time Off Entry

7. Review all entered information for accuracy.

8. Click Save to finalize the time off entry.

9. The user will now appear in the time off section of the Shift Board for the specified dates, and their scheduled shifts will be marked as requiring coverage.

Best Practices

Before Adding Time Off:

• Verify the correct user is selected before dragging or right-clicking to avoid misassignments
• Check the Shift Board for any existing time off entries to prevent duplicates
• Confirm that time off types and subtypes are correctly mapped for payroll and accrual tracking purposes
• Review minimum staffing requirements to identify if immediate backfill is needed

When Entering Time Off Details:

• Always select the most specific time off type and subtype available to ensure accurate reporting and accrual calculations
• Double-check start and end times to ensure they align with your organization's shift boundaries
• Use project codes consistently when required for grant tracking, special assignments, or departmental billing
• For partial-shift absences, be precise with start and end times to avoid inadvertent overpayment or underpayment

For Recurring Time Off:

• Use recurring time off only for situations where the absence pattern is genuinely consistent across all scheduled shifts
• Verify the end date carefully, as recurring entries will populate across all scheduled shifts until that date
• Review the generated recurring entries after saving to confirm they align with the actual schedule
• Consider whether holidays, training days, or other special circumstances should be excluded from recurring time off entries

After Adding Time Off:

• Immediately check for coverage gaps created by the time off entry
• Communicate with affected personnel and supervisors about the absence
• Monitor for any approval workflows that may need to be completed
• Review accrual balances if the time off consumes banked time to ensure sufficient hours are available

Common Mistakes to Avoid:

• Adding recurring time off without confirming the actual end date, which can result in excessive entries requiring manual deletion
• Selecting incorrect time off types, which can cause payroll discrepancies and inaccurate accrual tracking
• Forgetting to account for shift boundaries when entering start and end times, leading to confusion about actual work hours
• Not coordinating with shift supervisors before adding time off, which can create unexpected staffing shortages

Troubleshooting & FAQs

Q: I dragged a user to the time off section, but nothing happened. What's wrong?

A: This typically indicates a permissions issue. Verify that you have the appropriate permissions to add time off for other users. If you can only add time off for yourself, contact your system administrator to request additional permissions. Additionally, check that the time off section is visible and properly configured in your Shift Board view.

Q: The recurring time off created too many entries. How do I remove them?

A: When you deny a recurring time off entry, the system will give you the ability to deny all entries, or just the individual day. 

Q: Can I add time off that starts in the middle of a shift?

A: Yes, you can specify exact start and end times that fall within shift boundaries. However, be aware that partial-shift time off may affect payroll calculations differently than full-shift absences. Verify with your scheduling supervisor or payroll administrator about how partial-shift time off should be entered and coded for accurate payment processing.

Q: What's the difference between time off type and subtype?

A: Time off type is the broad category (such as vacation, sick leave, or training), while subtype provides more specific detail (such as sick-family, comp-time, or bereavement). Subtypes help with detailed reporting and may affect accrual calculations or payroll coding. Always select the most specific subtype available that accurately describes the absence.

Q: I added time off, but the user still appears as scheduled. Is this normal?

A: This depends on your organization's configuration. Some systems show users in both the scheduled assignments and the time off section to maintain visibility of coverage needs. Check your Shift Board settings or contact your system administrator to understand how time off is displayed in your specific configuration. The time off entry should still be tracked for payroll and accrual purposes even if the user appears scheduled.

Q: Can I add time off for multiple users at once?

A: The drag-and-drop method described in this article adds time off for one user at a time. For bulk time off entries (such as departmental training days or holiday closures), check with your system administrator about alternative methods or batch import options that may be available in your system.

Q: How do I know if the time off needs approval before it's finalized?

A: This depends on your organization's approval workflow configuration. Some time off types may require supervisor approval, while others are automatically approved. After saving a time off entry, check the time off status indicator or review any notifications that appear. Contact your scheduling supervisor if you're unsure about approval requirements for specific time off types.

Q: The recurring time off didn't create entries for all the shifts I expected. What happened?

A: Recurring time off only creates entries for shifts where the user is actually scheduled to work. If shifts are unassigned, vacant, or already have time off entries, the recurring function will skip those dates. Additionally, verify that the end date is correct and that there are no system-generated exceptions (such as mandatory training days or blackout periods) that might prevent time off entries.