The Time Off Request management system in First Due enables supervisors and administrators to efficiently review, approve, deny, and track personnel time-off requests. This centralized workflow ensures proper staffing levels are maintained, compliance requirements are met, and personnel receive timely responses to their time-off requests. By providing multiple viewing options (list and calendar views) and bulk management capabilities, this feature streamlines the administrative burden of managing leave across your department while maintaining complete visibility of staffing availability.
Background Information
Managing time off requests is a critical function in emergency services operations where maintaining minimum staffing levels is essential for operational readiness. The First Due Time Off management system provides supervisors with comprehensive tools to evaluate requests against shift coverage requirements, identify potential staffing conflicts, and maintain a historical record of all leave activity.
This feature integrates with your department's shift scheduling system, allowing supervisors to assess the impact of time-off requests on apparatus staffing and overall operational capacity. The system supports various types of leave (vacation, sick time, personal days, training leave, etc.) and maintains a complete audit trail of all approval and denial actions.
Common use cases include:
Daily review of pending time-off requests by shift supervisors
Monthly planning to ensure adequate coverage during peak vacation periods
Retrospective analysis of leave patterns and usage trends
Coordination between multiple supervisors managing different shift groups
Documentation for payroll processing and FLSA compliance
Required Permissions
To complete the tasks described in this article, users must have the following permissions configured in First Due:
Required Permissions:
Access Time Off - Grants basic access to the Time Off module
Approve/deny time off - Allows users to approve or deny time off requests for all personnel within the system
Edit time off - Permits editing of existing time off requests (dates, types, notes)
Delete all occurrences on the shift board - Enables deletion of approved time off that appears on the shift board
Scheduling - Time Off - Show All Time on Review - Displays all time off requests system-wide (without this permission, users may only see requests they're designated to approve)
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Step-by-Step Guide
Accessing Time Off Request Management
Navigate to Time Off Review
Click on Scheduling in the main navigation menu
Select Time Off from the dropdown options
Click on the Review tab to access the request management interface
Understanding the Active Time Off View
Review Active Time Off Requests
The Active section displays all time-off requests from today's date forward
This view shows pending requests requiring action as well as already-processed future requests
Requests are organized in a table format with multiple data columns
Use Search and Filter Options
Utilize the filter options at the top of the table to narrow your search
Available filters may include: employee name, date range, shift assignment, request status, and leave type
Apply multiple filters simultaneously for precise results
Customize Column Display
Click the column configuration option to adjust which data fields are visible
Common columns include: employee name, request date, date range, shift affected, hours requested, status, and submitted date
Save your preferred column configuration for consistent future viewing
Managing Individual Requests
Access Request Actions
Locate the Actions column on the right side of each request row
Available actions include: Edit (pencil icon), View Details (eyeball icon), and Delete (trashcan icon)
Edit Time Off Request Details
Click the pencil icon in the Actions column to modify request details
Editable fields may include date range, hours requested, leave type, and notes
Changes are logged in the system audit trail
Click Save to preserve modifications
View Complete Request Details
Click the eyeball icon in the Actions column to open the detailed view
This displays comprehensive information including: submission timestamp, employee details, affected shifts, any attached documentation, and previous approval/denial history
Use this view to make informed decisions about complex requests
Delete Time Off Requests
Click the Delete option in the Actions menu if removal is necessary
Confirm deletion when prompted (this action may be irreversible depending on your system configuration)
Exercise caution: deletion removes the request from audit trails and reporting
Document reason for deletion according to your department's policies
Processing Approvals and Denials
Prioritize Pending Requests
Click on the Approval column header to sort requests by status
Pending requests requiring your action will appear at the top of the list
This sorting helps ensure timely response to all requests
Approve Time Off Requests
Identify a request ready for approval
Click Approve in the Actions menu or approval column
A dialog box will appear allowing you to add notes regarding the approval
Enter any relevant information (coverage arrangements, conditions, etc.)
Click Approve to finalize the approval
The employee will receive notification of the approval based on your system's notification settings
Deny Time Off Requests
For requests that cannot be accommodated, click Deny
The same dialog box appears as with approvals
Enter a clear explanation for the denial (staffing needs, conflicting requests, policy violations, etc.)
Click Deny to finalize the denial
Provide constructive feedback to help the employee understand the decision and potentially resubmit for alternative dates
Managing Multiple Requests
Bulk Delete Functionality
Select multiple requests by clicking the checkbox next to each request
Click the trashcan icon in the bulk actions toolbar
Confirm bulk deletion when prompted
Use this feature carefully, particularly when cleaning up duplicate or erroneous requests
Reviewing Historical Requests
Access Archived Time Off
Click on the Archived section tab
This section displays all time-off requests that occurred prior to today's date
Use this view for payroll verification, pattern analysis, and historical reference
Apply the same filtering and search capabilities as in the Active section
Using Calendar View
Switch to Calendar View
Click on the Calendar tab to access the monthly calendar interface
Time-off requests are displayed as colored boxes within the calendar dates
Interpret Calendar Color Coding
Green boxes: Time off was approved
Yellow boxes: Time off request was not managed and the date has passed (requires attention)
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