The rotation feature in First Due allows administrators to establish recurring shift patterns that automatically populate the shift board, streamlining the scheduling process for departments with consistent staffing rotations. This feature eliminates the need for manual shift assignments by creating predefined rotation cycles that can be associated with specific shifts, ensuring proper coverage and reducing administrative workload. By configuring rotations with appropriate recurrence rules and user assignments, departments can maintain predictable scheduling patterns while preventing conflicts and improving operational efficiency.

Background Information

Rotations are fundamental scheduling tools used by fire and EMS departments to manage recurring shift assignments across standard duty cycles (such as 24-hour shifts, Kelly days, or FLSA work periods). Unlike individual shift assignments, rotations create a continuous pattern that repeats according to a specified recurrence rule, making them ideal for departments with established shift cycles like A/B/C shifts or platoon systems.

Rotations serve as the foundation for shift board population and work in conjunction with other scheduling features including call shifts, time off requests, and trade management. When properly configured, rotations provide visibility into long-term staffing patterns and help supervisors identify coverage gaps before they occur.

Key Concepts:

• Recurrence Rules: Determine how often the rotation cycle repeats (daily, weekly, custom intervals)
• Shift Association: Links the rotation to a specific shift type for proper categorization
• Concurrent Rotation Prevention: Ensures no overlapping rotations exist for the same time periods
• Shift Board Integration: Controls whether rotation assignments appear on the scheduling interface

Required Permissions

To create and configure rotations, users must have the following permissions:

• Access Scheduling 
  
• Access Setup
  

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Step-by-Step Guide

1. Navigate to the Rotations Setup Page

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

2. Initiate New Rotation Creation

• Click the Add Rotation button to open the rotation configuration interface
  

3. Configure Rotation Identification

• Type a descriptive name for the rotation in the Rotation Name field
• This name will identify the rotation throughout the Scheduling Module and should clearly indicate the shift pattern (e.g., "A-Shift Rotation," "Kelly Day Cycle," "EMS Day Shift")
  

4. Define Recurrence Pattern

• Select a recurrence rule from the dropdown menu
• Choose the pattern that matches your department's shift cycle (options may include daily, weekly, bi-weekly, or custom intervals)
  

5. Enable Concurrent Rotation Prevention

• Check the Prevent Concurrent Rotations checkbox
  

IMPORTANT: This feature prevents the creation of overlapping rotations with identical date ranges. When enabled, the system will display a red warning alert if you attempt to create a rotation with dates that conflict with this rotation's schedule

6. Configure Shift Board Visibility

• Check the Show on Shift Board checkbox
• This setting allows the rotation to appear on the shift board, making it visible to supervisors and administrators during schedule management
  

7. Associate with Shift Type

• Select the appropriate shift from the dropdown menu to link this rotation with a specific shift category
• This association helps organize rotations by shift type and ensures proper categorization on the shift board
  

8. Set Visual Identification

• Select a color from the color picker to associate with this rotation
• Choose distinct colors for different rotations to improve visual recognition on the shift board
  

9. Define Rotation Time Period

• Set the start date for when the rotation should begin
• For the end date:
  • Enter a specific date if the rotation is temporary or has a defined conclusion
  • Leave blank if this is a permanent, ongoing rotation
    

10. Add Personnel to Rotation

• Type the name of the user you want to add in the user search field
• Select the user from the search results
• Click the Add button to include them in the rotation
• You can add multiple users to the same rotation by repeating this process
  

11. Set Individual Start Dates (Optional)

• Each user can have a unique start date within the rotation
• To assign different start dates, change the start date field before clicking Add for each subsequent user
• This flexibility accommodates staggered onboarding or mid-cycle rotation assignments
  

12. Save the Rotation Configuration

• Review all settings to ensure accuracy
• Click Save when all configuration is complete
  

IMPORTANT NOTE: Adding users to a rotation through this setup interface places them in the unassigned portion of the shift board. To assign users to specific apparatus, stations, or positions within the rotation, you must use the shift board assignment tools after saving the rotation configuration.

Best Practices

Configuration Best Practices:

• Use Descriptive Naming: Name rotations clearly to indicate shift type, platoon, or department (e.g., "A-Shift Fire Suppression" rather than "Rotation 1")
• Enable Concurrent Prevention: Always enable the "Prevent Concurrent Rotations" setting to avoid scheduling conflicts and overlapping assignments
• Color Coding Strategy: Establish a consistent color scheme across all rotations (e.g., blue for A-shift, red for B-shift) to improve shift board readability
• Document Recurrence Rules: Maintain written documentation of which recurrence rules correspond to your department's shift cycles for future reference

User Assignment Best Practices:

• Verify Employment Status: Ensure all users added to rotations have active employment status before assignment
• Start Date Accuracy: Double-check individual start dates when adding multiple users to prevent assignment errors
• Rotation vs. Individual Assignments: Use rotations for predictable, recurring patterns and reserve individual shift assignments for special circumstances or temporary changes

Maintenance Best Practices:

• Regular Reviews: Audit rotation configurations quarterly to ensure they remain aligned with current staffing patterns
• End Date Management: Review rotations with blank end dates annually to confirm they should continue as permanent assignments
• Communication: Notify affected personnel before making changes to established rotations that impact their schedules

Common Mistakes to Avoid:

• Don't Skip Shift Association: Always link rotations to specific shifts; failure to do so creates orphaned rotations that don't integrate properly with the shift board
• Avoid Generic Names: Using vague rotation names makes schedule management confusing and error-prone
• Don't Create Duplicate Rotations: Before creating a new rotation, verify that a similar pattern doesn't already exist
• Don't Forget Apparatus Assignment: Remember that this setup only creates the rotation structure; you must still assign users to specific apparatus or positions on the shift board

Troubleshooting & FAQs

Issue: Red Warning Appears When Creating Rotation

• Cause: The "Prevent Concurrent Rotations" setting is enabled on an existing rotation with overlapping dates
• Solution: Review existing rotation schedules to identify the conflict. Either adjust the date ranges to eliminate overlap or disable the concurrent prevention setting on the conflicting rotation if overlapping assignments are intentional

Issue: Rotation Doesn't Appear on Shift Board

• Cause: The "Show on Shift Board" checkbox was not enabled during configuration
• Solution: Edit the rotation, enable the "Show on Shift Board" setting, and save the changes

Issue: Users Appear in Wrong Location on Shift Board

• Cause: Adding users through rotation setup places them in the unassigned section by default
• Solution: This is expected behavior. Navigate to the shift board and manually assign users to specific apparatus, stations, or positions using the shift board assignment tools

Issue: Cannot Select Desired Start Date

• Cause: Date picker may have restrictions based on existing schedule data
• Solution: Verify that the start date falls within your organization's scheduling window and doesn't conflict with locked or finalized schedules

Q: Can I add users to a rotation after it's been created?

A: Yes. Edit the rotation at any time to add or remove users. Changes take effect immediately and will populate future shift board dates according to the rotation schedule.

Q: What happens if I delete a rotation that has active assignments?

A: Deleting a rotation removes the recurring pattern but typically does not delete historical shift assignments that have already occurred. Consult with your system administrator before deleting rotations with extensive assignment history.

Q: How do recurrence rules affect rotation scheduling?

A: Recurrence rules determine the frequency of the rotation cycle. For example, a weekly recurrence might cycle through A/B/C shifts every 7 days, while a custom recurrence could accommodate Kelly days or other complex shift patterns specific to your department.

Q: Can one user be on multiple rotations simultaneously?

A: Yes, users can be assigned to multiple rotations, but concurrent assignments should be carefully managed to avoid scheduling conflicts and FLSA violations. Use the "Prevent Concurrent Rotations" setting strategically based on your department's operational needs.

Q: Why can't I see the rotation I just created?

A: Ensure you clicked "Save" after configuration. If saved successfully, verify that the rotation's start date hasn't been set to a future date that hasn't arrived yet. Also confirm that "Show on Shift Board" is enabled.

Q: How do I modify an existing rotation's recurrence pattern?

A: Navigate to Scheduling > Setup > Rotations, locate the rotation you want to modify, click to edit it, change the recurrence rule, and save. Note that modifying recurrence patterns may affect future shift assignments.