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)

Video

Step-by-Step Guide

Accessing Time Off Request Management

1. 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

2. 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
     

2. 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
     

2. 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

5. 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)
     

5. 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
     

5. 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
     

5. 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

9. 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
     

9. 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
     

9. 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

12. 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

13. 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

14. 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
      

14. 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)
    • Red boxes: Time off was denied
    • Grey boxes: Pending requests requiring management action
      

14. Manage Requests from Calendar View

    • For pending requests (grey boxes) where you have approval authority, you will see quick-action icons:
    • Checkmark icon: Approve the request directly from calendar view
    • X icon: Deny the request with prompt for denial reason
    • Eye icon: View complete request details
    • Trashcan icon: Delete the request
    • These quick actions enable rapid processing without returning to the list view
      

Best Practices

Review Requests Promptly

• Establish a regular schedule for reviewing pending time-off requests (daily or every other day)
• Aim to respond to all requests within 48-72 hours to provide personnel adequate planning time
• Prioritize requests for dates approaching quickly or during high-demand periods

Consider Operational Impact

• Always evaluate requests against minimum staffing requirements and current shift coverage
• Check for conflicting requests that could create staffing shortages
• Review upcoming apparatus maintenance schedules and special events that may affect staffing needs
• Coordinate with other shift supervisors when requests span multiple shifts

Use Calendar View for Strategic Planning

• Review the calendar view weekly to identify potential staffing challenges
• Look for patterns of concentrated leave requests during holidays or summer months
• Proactively communicate with personnel about blackout dates or coverage limitations

Document Decisions Thoroughly

• Always include notes when approving or denying requests, particularly for denials
• Document the specific reason for denials to maintain transparency and consistency
• Reference department policies, minimum staffing requirements, or conflicting requests
• Maintain professional and constructive tone in all communications

Maintain Consistency and Fairness

• Apply the same criteria to all requests regardless of rank or seniority (unless governed by collective bargaining agreement provisions)
• Track approval/denial patterns to ensure equitable treatment
• Establish clear departmental policies for handling competing requests and blackout periods
• Document any extenuating circumstances that influence decisions

Leverage Filtering and Customization

• Customize your column display to show the information most relevant to your approval process
• Save filter configurations for commonly-used search criteria
• Use bulk actions cautiously and only for appropriate scenarios (cleaning up test data, correcting data entry errors)

Communicate Proactively

• If denying a request, consider reaching out directly to discuss alternative dates
• Provide advance notice if you foresee difficulty approving requests for certain periods
• Encourage early submission of requests to facilitate better planning

Common Mistakes to Avoid

• Don't delay responding to requests, as this creates planning difficulties for personnel
• Avoid bulk deleting without careful review, as this removes important audit trail information
• Don't approve requests without verifying impact on minimum staffing levels
• Avoid inconsistent application of approval criteria between personnel
• Don't neglect to add explanatory notes, particularly for denials
• Avoid processing requests in calendar view without reviewing complete details for complex situations

Troubleshooting & FAQs

I can't see the Approve/Deny buttons for some requests

• Verify you have the appropriate permissions assigned in your user profile
• Confirm the request is assigned to your supervisory scope (shift/battalion/department)
• Check if the request has already been processed by another supervisor
• Ensure the dates haven't already passed (archived requests cannot be modified)

A request disappeared from my Active view

• The request may have been deleted by the requestor or another supervisor
• Check the Archived section if the dates have passed
• Verify your current filters aren't excluding the request
• Contact your administrator if you suspect a system issue

The calendar view isn't displaying all time-off requests

• Confirm you're viewing the correct month
• Check if display filters are applied that limit visible requests
• Verify the requests fall within the date range currently displayed
• Refresh your browser to ensure you have the latest data

I accidentally approved/denied the wrong request

• Immediately edit the request to reverse your decision
• Add a note explaining the correction
• Contact the affected employee to clarify the error
• Follow your department's protocol for documenting and correcting administrative errors

I need to approve time off that conflicts with minimum staffing

• Review if overtime coverage or shift trades can accommodate the request
• Check if alternative dates would work for the employee
• Consult with adjacent shift supervisors about coverage options
• Document the staffing plan that enables the approval
• Ensure compliance with departmental policies and collective bargaining agreements

How do I handle requests submitted after the date has passed?

• Yellow-coded requests in calendar view indicate unmanaged requests for past dates
• Process these immediately as they may affect payroll and leave balance calculations
• Add notes explaining the delayed processing
• Verify with payroll/HR if retroactive approvals require special handling

Can I delegate time-off approval authority temporarily?

• Contact your system administrator about temporary permission assignments
• Document the delegation period and scope
• Ensure the delegate understands approval criteria and departmental policies
• Review actions taken during the delegation period for consistency

What if two employees request the same dates and only one can be approved?

• Review your department's policy on conflicting requests (first-come-first-served, seniority, rotation, etc.)
• Consider if both could be accommodated with overtime coverage or creative scheduling
• Communicate with both employees about the conflict and your decision criteria
• Document the rationale for your decision in both requests
• Offer alternative dates to the employee whose request is denied

How far in advance should time-off requests be submitted?

• Consult your department's leave request policies (typically 14-30 days minimum)
• Encourage earlier submission for holiday periods and summer vacation months
• Consider implementing blackout periods for known high-activity dates
• Balance planning needs with operational flexibility