Purpose Statement

The Call Shift Automation feature enables shift supervisors to efficiently manage staffing vacancies by automatically initiating call shifts based on shift board gaps. This feature streamlines the process of filling vacant positions, reduces manual administrative work, and ensures timely notification of personnel for overtime or callback opportunities. By automating the call shift process, departments can maintain optimal staffing levels while saving valuable time for supervisors.

Background Information

Call Shift Automation represents a significant improvement in workforce management for fire and EMS agencies. Traditionally, supervisors would need to manually identify vacancies, determine staffing needs, and individually contact personnel for overtime opportunities. This automated system integrates directly with the Shift Board module to detect vacancies in real-time and initiate the appropriate call shift notifications based on department policies and rules. The feature is particularly valuable during high-vacancy periods, ensuring consistent staffing coverage while reducing the administrative burden on shift supervisors and command staff.

Required Permissions

1. Access Scheduling
   
2. Access Shift Board
   
3. Add/edit Personnel into the Shift Board

Video

Step-by-Step Guide

Navigate to Scheduling and click on "Shift Board" in the main navigation menu. 

Click on the specific date you want to review for vacancies (e.g., "08/22/2025"). The system will display the shift assignments and any existing vacancies for that date.

Click the "View vacancies" button to display all unfilled positions for the selected date. This provides a comprehensive overview of staffing gaps that need to be addressed.

  

IMPORTANT: The system will only allow you to initiate Automation Call Shifts if the Qualifier is associated with only ONE CALL SHIFT RULE.

A notification will appear stating "Call shifts created using Automation." Click this notification to acknowledge the successful initiation of the automated process.

Click on the highlight indicator to view details of the newly created call shifts. This allows you to verify that the automation has correctly processed your selections.

This is the Call Shift Details, where you can review the status of the Call Shift.

Best Practices

Pre-Automation Preparation

• Review department call shift policies and ensure they are properly configured in the system before running automation
• Verify that personnel contact information and availability preferences are current
• Check minimum staffing requirements are accurately set for each shift and position

Timing Considerations

• Run automation during regular business hours when possible to maximize response rates
• Initiate call shifts with sufficient lead time before the shift start
• Consider running automation at consistent times to establish predictable patterns for personnel

Common Mistakes to Avoid

• Don't run automation without first reviewing current staffing levels
• Avoid initiating call shifts for positions that have pending schedule changes
• Never bypass the review step after automation completes
• Don't forget to monitor response rates and adjust automation rules as needed

Troubleshooting & FAQs

1. Q: Can I cancel call shifts after automation has run? 
   
1. A: Yes, navigate to the Call Shifts management section to view and cancel any automated call shifts that haven't been accepted yet.
   
2. Q: Why don't I see the "Initiate selected Call Shifts" button? 
   
1. A: Verify you have the appropriate permissions for call shift management. Contact your system administrator if you believe you should have access.
   
3. Q: How do I know which personnel will be contacted by the automation? 
   
1. A: The automation follows the Call Shift list order configured in your department settings. Review the Call Shift list configuration to see the notification sequence.
   
4. Q: Can I modify automation rules without administrator access? 
   
1. A: Automation rules typically require administrator permissions to modify. Shift supervisors can run automation but cannot change the underlying rules.