Scheduling > Setup > Automation Settings

Scheduling > Setup > Automation Settings

Purpose Statement

The Automation Settings module enables administrators to configure automated Call Shift notifications that fill vacancies on the shift board. This feature automatically sends Call Shifts to qualified personnel when scheduling gaps are detected, ensuring departments maintain proper staffing levels without manual intervention.

Background Information

Automation in First Due streamlines the vacancy-filling process by automatically sending Call Shifts to eligible personnel when openings appear on the shift board. This feature is essential for departments managing dynamic staffing needs, unexpected absences, or last-minute schedule changes. The automation system can proactively identify upcoming vacancies and ensure comprehensive shift coverage through automated Call Shift distribution.

Required Permissions

  • Access Scheduling 
  • Access Setup

Video


Step-by-Step Guide

Step 1: Access Automation Settings
Navigate to the automation configuration area by clicking Setup in the main navigation menu.



Step 2: Open Automation Module
From the Setup menu, click on Automation to access the Call Shift automation configuration options.



Step 3: Enable Manual Automation
Check the Enable Manual Automation checkbox.  Then, Click Save. 


Warning
IMPORTANT: You will see the ability to perform Full Automation. This will not work and is part of a planned Future Release. 

Best Practices

  • Start with manual automation to test the Call Shift distribution and verify proper configuration
  • Ensure personnel contact information and qualifications are current before enabling automation
  • Monitor Call Shift response rates to understand staffing patterns
  • Review Call Shift acceptance patterns to identify optimal notification timing
  • Test automation during off-peak hours to verify proper Call Shift delivery
  • Verify shift board vacancy rules are properly configured before activating automation
  • Document your Call Shift automation settings for other administrators
  • Coordinate with scheduling administrators to align automation with department policies

Troubleshooting & FAQs

  1. Q: How does the system determine who receives Call Shifts? 
    1. A: The automation uses qualification rules, availability settings, and rotation lists configured in your Call Shift module to determine eligible recipients.
  2. Q: What happens if no one accepts the automated Call Shift? 
    1. A: The system will follow your configured escalation rules, which may include sending to additional personnel or notifying administrators of unfilled vacancies.
  3. Q: Can automation send Call Shifts for partial shift vacancies? 
    1. A: Yes, the automation can identify and send Call Shifts for any vacancy type appearing on your shift board, including partial shifts.
  4. Q: Will automation send duplicate Call Shifts for the same vacancy? 
    1. A: No, the system tracks which vacancies have active Call Shifts and won't duplicate notifications unless a Call Shift expires or is declined.
  5. Q: How do I know if Call Shifts are being sent successfully? 
    1. A: Check the Call Shift history to verify successful delivery and track response rates.

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