Work Types in First Due allow administrators to categorize and track different types of work assignments for personnel, including regular shifts, overtime, special details, and other duty assignments. This feature enables accurate time tracking, payroll calculations, and shift differential management by applying customizable pay multipliers and tracking hours against specific work categories. Work Types integrate with the scheduling system to ensure proper compensation for all duty assignments while maintaining visibility of how personnel time is allocated across different operational needs.

Background Information

Work Types serve as the foundation for categorizing all scheduled work within First Due, from standard 24-hour shifts to specialized assignments like training details, standby duty, or overtime coverage. Organizations typically create multiple Work Types to reflect their operational structure and compensation rules, with each Work Type capable of having its own pay multiplier and color coding for visual identification on shift boards.

The system distinguishes between "Shift Type" Work Types (primary duty assignments like Kelly shifts or standard rotations) and non-Shift Type Work Types (additional assignments like apparatus coverage or administrative duty). This distinction allows personnel to be assigned to both a base shift and supplementary work simultaneously, which is essential for tracking shift differentials and overtime accurately.

Work Types can also influence call shift ranking calculations when enabled, ensuring that certain types of overtime or additional duty hours are properly factored into equitable distribution of callback opportunities. Each Work Type supports multiple subtypes with individual short codes, providing granular categorization for reporting and analysis purposes.

Common Work Type categories include regular shifts (A/B/C platoons), overtime coverage, training assignments, administrative duty, standby/recall, mutual aid responses, and special event coverage. Proper Work Type configuration ensures compliance with FLSA regulations, union agreements, and departmental policies regarding compensation and hour tracking.

Required Permissions

To create and manage Work Types, users must have:

• Access Scheduling
  
• Access Setup
  

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Step-by-Step Guide

Step 1: Navigate to Work Types Setup

1. From the main navigation menu, click on Scheduling
2. Select Setup from the Scheduling submenu
3. Click on Work Types in the setup options
   

Step 2: Initiate New Work Type Creation

4. Click the Add Work Type button
   

Step 3: Configure Basic Work Type Information

5. Enter a descriptive Work Type name (e.g., "Kelly Shift A", "Overtime Coverage", "Training Detail")
6. Enter a shortcode for quick identification (e.g., "KA", "OT", "TRN")
   • Shortcodes appear on shift boards and reports for space-efficient display
   • Use consistent abbreviation conventions across your organization
     

Step 4: Configure Shift Type Setting

7. Review the Is Shift Type toggle:
   • Disabled: Employees can be assigned to this Work Type in addition to their primary shift type concurrently
     • Use this for shift differentials, overtime, special details, or supplementary assignments
     • Example: An employee on Kelly A shift can simultaneously be assigned "Ambulance Operator" Work Type for additional pay
   • Enabled: This Work Type functions as a primary shift assignment
     • Use this for base shift rotations (Kelly shifts, platoons, standard schedules)
     • Employees can only be assigned to one "Shift Type" Work Type at a time
       

Step 5: Configure Call Shift Ranking Impact

8. Enable Count towards call shift rankings if this Work Type should adjust an employee's callback eligibility:
   • When enabled, hours worked under this Work Type will modify the employee's ranking value for callback/call shift assignments
   • Useful for tracking overtime hours that should reduce callback priority or adjust equitable distribution
   • Commonly used for voluntary overtime that should count against callback rankings
   • Leave disabled for Work Types that should not impact callback eligibility (e.g., administrative time, training)
     

Step 6: Assign Visual Identification

9. Click the color picker and choose a color to associate with this Work Type
   • Select colors that provide clear visual distinction on shift boards
   • Consider using organizational standards (e.g., red for emergency coverage, blue for regular shifts)
   • Color coding improves at-a-glance shift board comprehension
     

Step 7: Add Work Type Subtypes

10. In the Subtype field, enter a Subtype name (e.g., "Day Shift", "Night Shift", "Engine Company")
11. Enter a Subtype Shortcode for the subtype (e.g., "DAY", "NGT", "ENG")
12. Click Add to create the subtype
    • Subtypes provide additional categorization within the Work Type for detailed reporting
      

Step 8: Configure Pay Multiplier

13. Enter the multiplier factor in the designated field:
    • Default is 1 (standard base pay rate)
    • Values greater than 1 indicate premium pay (e.g., 1.5 for time-and-a-half, 2.0 for double-time)
    • Values less than 1 can be used for special circumstances if applicable
    • This multiplier applies to all hours logged under this Work Type for payroll calculations
      

Step 9: Save Configuration

14. Review all settings for accuracy
15. Click Save to create the Work Type
    

Best Practices

Do:

• Create distinct Work Types for each compensation category required by your organization's pay policies and union agreements
• Use clear, descriptive names that are easily understood by all personnel levels (avoid ambiguous abbreviations)
• Establish a consistent shortcode naming convention across all Work Types (e.g., always use three-letter codes)
• Configure pay multipliers accurately according to FLSA requirements and organizational compensation policies
• Use the "Is Shift Type" toggle appropriately to distinguish primary shift assignments from supplementary work
• Test new Work Types with a sample schedule before full deployment to verify multiplier calculations
• Document your Work Type structure and purpose in training materials for administrative users
• Review and audit Work Type usage quarterly to identify unused or redundant categories

Don't:

• Create excessive numbers of Work Types that complicate scheduling (consolidate similar categories when possible)
• Use similar colors for different Work Types that frequently appear on the same shift board
• Enable "Count towards call shift rankings" without understanding the impact on callback distribution
• Forget to configure subtypes if your organization tracks detailed work categories for reporting
• Change pay multipliers on existing Work Types without considering historical payroll data impact
• Delete Work Types that have historical usage without consulting with payroll/finance departments
• Use the same shortcodes for different Work Types (this creates confusion in reports and exports)

Additional Tips:

• Coordinate Work Type creation with your payroll department to ensure multipliers align with compensation rules
• Consider creating seasonal or event-specific Work Types for special circumstances (e.g., wildfire season coverage)
• Use descriptive colors that align with your organization's existing visual conventions where possible
• Document which Work Types should be used for different scenarios in your department's scheduling SOP

Troubleshooting & FAQs

Q: Can I change the pay multiplier for a Work Type after it's been used? A: Yes, you can edit the multiplier at any time, but be aware that this may affect historical payroll calculations if your system recalculates retroactively. Coordinate with your payroll department before changing multipliers on Work Types with existing usage. Consider creating a new Work Type with the updated multiplier if you need to maintain historical accuracy.

Q: Can't delete a Work Type that's no longer needed A: Work Types that have historical usage in schedules, timesheets, or payroll records cannot be deleted to maintain data integrity. Instead, consider renaming the Work Type to indicate it's deprecated (e.g., "OBSOLETE - Old Work Type") and communicate to scheduling staff that it should no longer be used for new assignments.

Q: Call shift ranking not adjusting as expected A: Verify that "Count towards call shift rankings" is enabled for the specific Work Type. Review your call shift ranking configuration in Scheduling Setup to ensure the ranking calculation method accounts for Work Type hours. Note that ranking adjustments may only appear after the ranking calculation runs (typically at the end of each shift or ranking period).