Purpose Statement

Snap Assignments allow administrators and supervisors to create temporary or one-time assignments that appear on the Shift Board without establishing a permanent recurring schedule. This feature is designed to quickly fill short-term staffing needs, special events, or temporary operational requirements while maintaining visibility and accountability on the Shift Board.

Background Information

Snap Assignments are temporary scheduling assignments that provide flexibility beyond recurring shift patterns. Unlike regular assignments that follow ongoing recurrence rules, snap assignments are designed for specific dates and times, making them ideal for:

• Special events or incident coverage
• Temporary staffing adjustments
• Training exercises or drills
• Overtime assignments
• Coverage for unusual operational needs
• Short-term position fills

A snap assignment must appear on the Shift Board for at least one day to be properly classified. These assignments are visually distinguished on the Shift Board with a green plus sign icon, making them easy to identify among regular recurring assignments.

Required Permissions

To create and manage snap assignments, users need:

• Access Scheduling 
  
• Access Setup 
  
• Access Shift Board
  
• Add Snap Assignment 
  

Video

Step-by-Step Guide

Part 1: Creating the Base Assignment

1. Navigate to Assignment Setup

   • Click on Scheduling in the main navigation menu
   • Select Setup from the dropdown options
     
   • Click on Assignments
     

1. View Existing Assignments
   
1. Review the list of current assignments within your department
   
2. This helps ensure you're not duplicating existing assignments
   

1. Create New Assignment

   • Click the Add Assignment button
   • A new assignment creation form will appear
     

1. Configure Assignment Details

   • Enter the Assignment Name (required field)
   • Complete any additional assignment details as needed for your department
     

1. Set Recurrence and Time Parameters Configure when and how the assignment will appear on the Shift Board:

   • Recurrence Rule: Define when the assignment should appear
   • Start Time: Set the beginning time for the assignment
   • End Time: Set the ending time for the assignment
   • First Occurrence: Set the initial appearance date (use a date several months in the past to classify this as a snap assignment)
   • Last Occurrence: Set the final appearance date (also set several months back)
   

   Important: Setting both First and Last Occurrence dates in the past ensures the assignment qualifies as a snap assignment that appears on the Shift Board for one day.

1. Access Position Settings

   • Click on the Positions tab within the assignment configuration
     

1. Add New Position

   • Click the Add Position button
   • A position configuration form will appear
     

1. Configure Position Details Determine the following settings for each position:

   • Qualifier: Select any required qualifications or certifications the position holder must have (optional)
   • Officer in Charge: Check this box if the individual in this position should be designated as OIC
     • Note: This automatically places the individual in that position on Fire and EMS Reports
   • Vacancy Counting: Indicate whether the position should count as a vacancy on the Shift Board if unfilled
   • Add Additional Positions: Repeat this process to add more positions as needed for the assignment
     

1. Save the Assignment

   • Click Save to finalize the assignment configuration
   • The assignment is now available for use as a snap assignment
     

Part 2: Adding the Snap Assignment to the Shift Board

10. Access Snap Assignment Function
    

1. Navigate to Shift Board
   

            

1. Then, hover over More Options and click Add Snap Assignment
   

10. Configure Snap Assignment Details. Complete the following fields:

    • Assignment: Select the assignment you created in Part 1 from the dropdown menu
    • From Date: Enter the start date for this snap assignment occurrence
    • Until Date: Enter the end date for this snap assignment occurrence
    • Start Time: Set the beginning time (if different from the base assignment)
    • End Time: Set the ending time (if different from the base assignment)

    Click Save when all fields are completed
    

10. Verify Snap Assignment Placement

    • The snap assignment will be created and appear at the bottom of the Shift Board assignments list
    • Identify the snap assignment by the green plus sign icon displayed next to it
    • Verify the dates, times, and positions are correct
      

Part 3: Removing a Snap Assignment

1. Locate the snap assignment on the Shift Board (look for the green plus sign)
   
2. Click the three vertical dots (menu icon) on the snap assignment
   
3. Select Delete Snap Assignment from the menu options
   

1. Confirm the deletion when prompted
   

Best Practices

Planning and Setup:

• Create base assignments with generic names that can be reused for multiple snap assignment instances
• Maintain a library of common snap assignment types (e.g., "Special Event Coverage," "Training Detail," "Overtime Fill")
• Document your department's standard qualifiers and position requirements for consistency

Operational Use:

• Add snap assignments well in advance of the actual need to allow personnel time to prepare
• Use clear, descriptive assignment names that communicate the purpose immediately
• Always verify position qualifiers match available personnel before creating the snap assignment
• Set accurate time parameters to ensure proper shift overlap and coverage

Officer in Charge Designation:

• Only designate one position per snap assignment as Officer in Charge to avoid reporting conflicts
• Ensure OIC-designated positions are filled by appropriately qualified personnel
• Remember that OIC designation automatically populates Fire and EMS Reports

Shift Board Management:

• Regularly review and remove completed or cancelled snap assignments to keep the Shift Board clean
• Use the green plus sign visual indicator to quickly identify temporary vs. recurring assignments
• Coordinate snap assignments with regular shift schedules to avoid double-booking personnel

Common Mistakes to Avoid:

• Don't forget to set First and Last Occurrence dates in the past when creating the base assignment
• Avoid creating snap assignments too close to the operational date without confirming personnel availability
• Don't leave expired snap assignments on the Shift Board—remove them promptly
• Never delete the base assignment if you plan to reuse it for future snap assignments

Troubleshooting & FAQs

Q: My assignment doesn't appear as a snap assignment option. What's wrong?

A: Verify that you set both the First Occurrence and Last Occurrence dates in the past when creating the base assignment. The assignment must appear on the Shift Board for one day to be classified as a snap assignment.

Q: What happens to reports if I delete a snap assignment after personnel have already worked it?

A: Deleting a snap assignment from the Shift Board does not affect already-submitted reports. Fire and EMS Reports that were created while the snap assignment was active will retain their data. However, exercise caution when deleting snap assignments that are currently in progress.

Q: How far in advance can I create a snap assignment?

A: There is no system-imposed limit on how far in advance you can create snap assignments. However, follow your department's operational guidelines for advance scheduling and personnel notification.

Q: Can I convert a snap assignment into a recurring assignment?

A: Snap assignments are designed to be temporary. If you find you need an assignment to recur regularly, create a new recurring assignment through Scheduling > Setup > Assignments with appropriate recurrence rules.

Q: What happens if no one is assigned to fill the snap assignment position?

A: If you configured the position to "count as a vacancy," it will show as an unfilled position on the Shift Board, alerting supervisors to the staffing gap. Personnel can then be manually assigned or the position can be filled through your department's normal staffing procedures.