Purpose Statement

• Define the objective of creating and configuring vacation bid processes within the Fire/EMS software platform
• Enable Module Admins to establish fair, automated systems for vacation request management that reduce administrative burden and ensure adequate staffing coverage
• Streamline the vacation allocation process while maintaining transparency and compliance with department policies

Background Information

• Vacation bid functionality allows departments to systematically manage time-off requests during peak vacation periods or for highly desired dates
• This feature is particularly significant during summer months, holidays, and special events when multiple personnel may request the same time periods
• Common use cases include annual vacation bidding cycles, holiday scheduling, and special event coverage planning
• Prerequisites include having user roles configured, shift schedules established, and minimum staffing requirements defined in the system
• Vacation bids help prevent conflicts and ensure fair distribution of preferred vacation times based on seniority, department rules, or other established criteria

Required Permissions

• Module Admin permissions for the Scheduling module
• User Management permissions to assign bid participants
• Configuration permissions for setting bid parameters
• Report generation permissions to monitor bid results and conflicts

Video

Step-by-Step Guide

• Access the Vacation Bidding Module

• Click on Scheduling from the main navigation menu.
• Select Time Off from the sub-menu.
• Click on Vacation Bidding to access the bid management area.
  

   

Create a New Bid

• Click on New Bid button to begin setup
• This will open the vacation bid configuration form
  

Configure Basic Bid Information

• Enter the name of the bid (e.g., "2024 Summer Vacation Bid")
• Select the Time Off type that the bid will use from the dropdown
• Set the Start and End Date for the vacation bid period
• Add a detailed Description of the bid for user reference
  

Define Employee Eligibility

• Choose which employees the bid will affect by selecting from:
  • Rank (specific job classifications)
  • Rotation (work rotation groups)
  • Shift (specific shift assignments)
  • District (geographical districts)
  • Group (custom employee groups)
  • Qualifier (specialized certifications or roles)

Set Bid Order Priority

• Determine how the bid list will be ordered by selecting from:
  • Date of Hire (seniority-based ordering)
  • Secondary Start Date (alternative seniority calculation)
  • User Defined (custom ordering criteria)
  • Employee ID (numerical order)
    

• Configure Bid Rounds

• Click on Add Round to create bidding rounds
• Determine if employees must choose days consecutively or non consecutively
• Configure multiple rounds if needed for fair distribution
• Click Save after configuring each round
  

• Set Shifts to Bid Allocation

• Configure how many shifts to bid users can get using either:
  • Default number for all employees
  • Year range system for variable allocations based on service time
• If using year ranges, click Add Years to create service-based tiers
  

• Configure Year-Based Allocations (if applicable)

• Set the year range for each service tier
• Determine the amount of days allowed for each tier
• Click Save to confirm each year range configuration
  

IMPORTANT: Years MUST overlap. Example: 1 to 5 years, 5 to 10 years, etc. 

• Establish Daily Time Off Limits

• Under Time off Per Day section, set constraints by:
  • Minimum employees required to remain at work
  • Maximum number of employees allowed off per day
  • Qualifier-based limitations for specialized positions
    

Configure Bidding Timeline

• Under Bidding Times section, set:
  • Bid Start Date and Time (when bidding opens)
  • Bid End Date and Time (when bidding closes)
  • Allotted Time (time limit for each user to place their bid)
  • Calling Period From and To (timeframe for bid notifications)
  • Calling Period frequency (daily or select days for notifications)
    

Add Blackout Dates

• Click on Add Black out Dates to restrict certain dates
• Enter specific dates that users cannot bid for (holidays, critical events, etc.)
• Click Save after entering each blackout date
  

• Configure Administrative Settings

• Determine what happens when users don't respond within their allotted time
• Set whether Admins can make selections for users who don't respond
• Determine if you want to turn off end user notification
  
• This will prevent end users from receiving notifications from the system regarding Vacation Bidding
  
• Use Case: You have requested everyone to provide you the days they want off. You are now putting them into the system. You can use Vacation Bidding to bulk add days for individuals. 

Best Practices

Planning and Preparation

• Launch vacation bids well in advance of vacation periods (60-90 days recommended)
• Communicate bid rules and deadlines clearly to all eligible personnel
• Ensure that minimum staffing requirements accurately reflect operational needs
• Review historical vacation patterns to anticipate high-demand periods

Configuration Best Practices

• Set realistic maximum vacation day limits to prevent resource conflicts
• Use seniority-based systems for fairness while allowing some flexibility
• Configure buffer periods between bid closing and vacation period start
• Include provisions for emergency or unforeseen staffing needs

Communication Guidelines

• Send advance notifications about upcoming bid periods
• Provide clear instructions on how to submit vacation requests
• Establish transparent appeal processes for disputed results
• Maintain open communication about staffing constraints and priorities

Common Mistakes to Avoid

• Don't set bid periods too short, allowing insufficient time for thoughtful requests
• Avoid overly complex ranking systems that create confusion
• Don't forget to account for training schedules, special events, or operational commitments
• Ensure backup coverage plans are in place before approving vacation requests

Troubleshooting & FAQs

Bid Process Issues

• If users cannot access the bid: Verify their roles and permissions in Admin>Roles and Permissions 
• For calculation errors: Check minimum staffing requirements and verify shift configurations
• When conflicts arise: Review ranking rules and ensure tie-breaking procedures are properly configured

Frequently Asked Questions

• Q: Can vacation bids be modified after activation?
  
• A: Minor adjustments possible before submissions begin; major changes require new bid creation
  
• Q: How are ties handled in seniority-based systems?
  
• A: Configure secondary criteria such as lottery, request submission time, or manual review
  
• Q: Can supervisors override bid results?
  
• A: Yes, with appropriate override permissions and documented justification requirements
  
• Q: What happens if minimum staffing cannot be maintained?
  
• A: System will flag conflicts and allow manual review for exceptions or denials