Purpose Statement

The System Log provides administrators and supervisors with a comprehensive audit trail of all changes made within the Personnel, Scheduling, and Messaging modules. This feature enables you to maintain accountability, troubleshoot issues, investigate discrepancies, and ensure compliance with departmental policies by tracking who made what changes and when those changes occurred.

Background Information

The System Log serves as First Due's built-in auditing tool, automatically recording modifications to critical operational data. This is particularly valuable for fire and EMS agencies that need to maintain detailed records for FLSA compliance, grievance investigations, or quality assurance reviews.

Common Use Cases:

• Investigating schedule discrepancies or employee concerns about shift assignments
• Verifying when time off requests were approved or denied
• Tracking configuration changes that may have affected system behavior
• Documenting administrative actions for compliance audits
• Identifying who made changes to shift board assignments
• Reviewing the history of trade requests and approvals
• Confirming when call shifts or emergency notifications were sent

Required Permissions

To access and view the System Log, users must have:

• Access Scheduling
  
• Access System Log
  

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Step-by-Step Guide

Accessing the System Log

1. Navigate to the System Log

   • From the main First Due dashboard, click on Scheduling in the top navigation menu
   • Select System Log from the dropdown menu or left sidebar
     

1. Understanding the System Log Interface

   • The System Log displays in a chronological list format showing the most recent changes first
   • Each log entry includes: timestamp, user who made the change, module affected, type of change, and specific details
     

1. Filtering Log Entries by Module

   • Use the filter options at the top of the System Log to narrow your search
   • Select which module you want to review:
     • Personnel: Changes to user profiles, employment records, certifications, or pay rates
     • Scheduling: Modifications to shift board assignments, rotations, or schedule templates
     • Messaging: Records of when call shifts or system messages were sent
       

1. Filtering by Date Range

   • Click the date selector to choose a specific time period
   • Default view typically shows the last 30 days of activity
   • Adjust the date range to investigate specific incidents or time periods
     

1. Reviewing Specific Change Types

   • Settings Changes: View modifications to module configurations, permission settings, or system preferences
   • Shift Board Changes: See when personnel were added, removed, or moved between shifts
   • Trade and Time Off Information: Review generic trade request activity and time off approvals/denials
   • Call Shift Records: Confirm when emergency call shifts or mass notifications were dispatched

2. Interpreting Log Entries

   • Each entry shows the specific action taken
   • User identification shows who performed the action
   • Before/after values may be displayed for certain types of changes
   • Timestamp records the exact date and time in your system's timezone
     

Best Practices

Do's:

• Regularly review the System Log during administrative audits to ensure changes align with departmental policies
• Use the System Log to quickly resolve employee questions about schedule changes by providing specific timestamps and user information
• Export log data periodically for long-term record retention, especially for compliance-sensitive changes
• Filter by specific date ranges and modules to make investigations more efficient
• Cross-reference System Log entries with your department's change management procedures
• Document significant findings from System Log reviews in your administrative records

Don'ts:

• Don't rely solely on memory for administrative changes; always consult the System Log for accurate information
• Avoid making accusations without reviewing the complete context of System Log entries
• Don't share System Log data with unauthorized personnel, as it may contain sensitive employee information
• Never delete or modify System Log entries; this is an automated, read-only audit trail
• Don't ignore unusual patterns in the System Log that might indicate training needs or system misuse

Common Mistakes to Avoid:

• Forgetting to adjust the date range, which may cause you to miss relevant historical changes
• Not filtering by specific modules, resulting in information overload when searching for specific events
• Misinterpreting automated system changes as manual user actions
• Overlooking the timezone of logged events when comparing with other documentation
• Failing to export important log data before it exceeds the system's retention period

Troubleshooting & FAQs

Q: I can't see the System Log option in my Scheduling menu. Why not?

A: The System Log requires specific administrative permissions. Contact your department's First Due administrator to request "View System Log" access if your role requires it. Standard field users typically don't have access to this feature.

Q: How far back does the System Log retain data?

A: Retention periods vary by system configuration. Most agencies retain 90 days to 1 year of System Log data. Check with your administrator about your specific retention policy and export important records for longer-term storage if needed.

Q: I see a change in the System Log but don't know who "System" is. What does this mean?

A: Changes attributed to "System" are automated actions performed by First Due, such as automatic shift rotations, scheduled notifications, or integration updates from connected systems (like CAD interfaces). These are not manual user changes.

Q: Can I undo a change that appears in the System Log?

A: The System Log is a read-only audit trail and doesn't provide undo functionality. However, you can use the information in the log to manually reverse changes by making new corrections in the appropriate module.

Q: The System Log shows a change, but I don't see it reflected in the current system. Why?

A: This could indicate: (1) another subsequent change was made that overwrote the logged change, (2) the change was temporary or reversed, or (3) there's a display lag. Check for more recent log entries related to the same record and refresh your browser.

Q: How can I prove when a call shift notification was sent?

A: Filter the System Log by "Messaging" module and search for the date in question. Call shift entries will show the exact timestamp, recipient list, and content of the notification sent through First Due.

Q: What's the difference between "generic trade information" and specific trade details?

A: Generic trade information shows that trade activity occurred (request submitted, approved, denied) without exposing potentially sensitive details about specific personnel involved. For detailed trade information, navigate to the Trades section within the Scheduling module.

Q: Can I generate reports from the System Log data?

A: While the System Log itself is primarily a viewing tool, you can export data to CSV format and use external tools (Excel, database software) to create custom reports for analysis or compliance documentation.

Issue: System Log loads slowly or times out when searching large date ranges

Solution: Narrow your date range to smaller increments (7-30 days at a time) and apply specific module filters to reduce the data load. Consider exporting data for offline analysis if you need to review extensive historical records.

Issue: Log entries show conflicting information about the same event

Solution: Look for the complete sequence of related log entries. Multiple entries may show the full story (initial change, correction, approval process). Pay attention to timestamps to establish the correct chronological order.