The Trade Request Disclaimer feature allows administrators to configure and display a custom disclaimer message that users must acknowledge before submitting or accepting shift trade requests. This ensures that all personnel understand and agree to departmental policies, labor agreement terms, union requirements, or FLSA compliance rules related to shift trades before the trade is processed. By requiring explicit acknowledgment, this feature creates accountability and helps departments maintain documentation of policy compliance.
Many fire and EMS departments have specific policies governing shift trades, including restrictions on overtime accumulation, minimum staffing requirements, union approval processes, or supervisory review requirements. Trade disclaimers serve as a critical compliance tool by ensuring every person involved in a trade request explicitly acknowledges these policies before the trade moves forward.
The disclaimer can be configured to appear at two different points in the trade workflow: at submission (when the requesting user initiates the trade) or at acceptance (when another user agrees to take the shift). This flexibility allows departments to tailor the disclaimer timing to their specific operational needs and policy requirements. For example, departments with union agreements may require acknowledgment at submission, while departments focused on FLSA compliance may prefer acknowledgment at acceptance when the trade is finalized.
To configure trade request disclaimers, users must have:
Navigate to Scheduling in the main menu, then select Setup from the dropdown options.
In the Scheduling Setup area, locate and click on Time Off Settings. This section controls various aspects of time-off and trade request functionality.
Within Time Off Settings, click on Trade Settings to access trade-specific configuration options.
Locate the Trade Disclaimer toggle switch and turn it ON. This activates the disclaimer feature for your department.
Click the Edit Disclaimer button to open the disclaimer text editor. Type the disclaimer message that users must acknowledge regarding shift trades. This should include:
When you've finished composing your disclaimer, click Save.
Select when users will see and must acknowledge the disclaimer:
Choose the timing that best aligns with your department's policies and workflow requirements.
Click Save to finalize your trade disclaimer settings. The disclaimer will now be active and will appear at the timing you selected.
Crafting Effective Disclaimers:
Choosing Disclaimer Timing:
Maintenance and Updates:
Common Mistakes to Avoid:
Q: Can I have different disclaimers for different types of trades? A: Currently, the system supports one disclaimer that applies to all shift trade requests. If you need to communicate different policies for different situations, include all relevant information in a single comprehensive disclaimer.
Q: What happens if a user doesn't agree to the disclaimer? A: If a user doesn't check the acknowledgment box, they cannot proceed with submitting or accepting the trade request (depending on your timing setting). The trade process cannot continue without disclaimer acceptance.
Q: Can I require both submission and acceptance disclaimers? A: Yes.
Q: Will users see the disclaimer every time they trade shifts? A: Yes, users must acknowledge the disclaimer each time they submit or accept a trade request (based on your configuration). This ensures ongoing compliance and prevents users from claiming they forgot the policy requirements.
Q: Can I edit the disclaimer after it's been activated? A: Yes, you can return to Trade Settings at any time to edit the disclaimer content. However, previously submitted/accepted trades will not be retroactively affected by the change.
Q: Does the system keep records of disclaimer acknowledgments? A: Yes, the system maintains records of which users acknowledged the disclaimer and when, providing audit documentation for compliance purposes.
Issue: Disclaimer not appearing for users
Issue: Unable to edit disclaimer text