Purpose Statement

• Guide Scheduling Admins through setting up recurring Kelly Days in the Shift Board.

• Kelly Days automate scheduled days off within shift rotations to manage work hours and reduce overtime costs efficiently.

Background Information

• Kelly Days are recurring scheduled days off used in many Fire/EMS agencies to comply with Fair Labor Standards Act (FLSA) work hour limitations.

• Setting up Kelly Days within the Shift Board ensures they are consistently applied, reducing manual scheduling effort and errors.

• 👥 Common use cases include:

  • ✅ Assigning every nth shift off for 24/48 or 48/96 rotations

  • ✅ Automating standard time-off rules within rotating platoon schedules

  • ✅ Ensuring compliance with departmental scheduling policies

Required Permissions 🔑

• Access Scheduling – to enter the Scheduling module

• Access Shift Board – to view shift assignments

• Add/Edit Personnel into Shift Board – to assign Kelly Days to personnel schedules

Video 

Step-by-Step Guide

1. Click on Scheduling > Shift Board.

2. Find the person that you want to add Recurring Kelly Days to and click the Pencil. 

3. In the Edit User Shift Modal, turn on Kelly Days.

4. Here you can choose how you want the recurrence to occur. The first one we will look at is by Rotational Rule. 

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5. Next is by Shift. If I input 5, the user will be off every fifth shift. 

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6. The last one is by Day of the Week. This will allow the user to be off every time their Shift Day aligns with the selected Day of the Week. 

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7. Next, fill out the:

• Starting On: This is when the Kelly Days will begin, and it is required. 
• Ending On: If this is only to be in effect for a short period of time, you can put an End Date in. It is not required. 
• Time Off Type: The Time Off Type the user will be on when they are off. 

8. When saving the user, make sure you save This Date and the Followings. 

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Best Practices ⭐

• ✅ Do:

  • ✔️ Confirm Kelly Day rotation rules with department leadership before setup.

  • ✔️ Review assigned Kelly Days monthly to ensure compliance with FLSA or union agreements.

• ❌ Don’t:

  • ✖️ Forget to notify personnel of recurring Kelly Day additions or changes.

• ⚠️ Common Mistakes to Avoid:

  • Setting the wrong recurrence frequency (e.g., every 6th instead of every 7th shift)

  • Forgetting to set an end date if your policy requires periodic review

Troubleshooting & FAQs 🛠️

• ❓ I don’t see the Kelly Day option. Why?
  ➡️ Ensure you have Add/Edit Personnel into Shift Board permission and that your department configuration supports Kelly Days.

• ❓ Why aren’t Kelly Days showing on the board?
  ➡️ Confirm recurrence dates are within the visible scheduling period and that the assignments were saved properly.