Understanding the Candidate Method

Purpose Statement

• Explain how the Candidate Method streamlines call shift distribution by allowing multiple personnel to respond simultaneously, with the option of automatic or manual awarding, based on departmental rankings.

Background Information

• The Candidate Method is an alternative approach to traditional sequential call shift notifications that can significantly improve response times and efficiency for departments with larger personnel lists
• This feature is particularly beneficial for departments that experience delays with traditional one-by-one calling methods or need to fill shifts quickly during peak demand periods
• Common use cases include departments with extensive contactable lists or those that want to distribute overtime fairly
• The system integrates with existing personnel notification preferences and ranking systems to maintain fairness while improving speed
• This method requires personnel to have their notification preferences properly configured in their profiles for optimal effectiveness

How the Candidate Method Works

• Enabling the Feature

• Navigate to Scheduling > Setup
• Click Call Shift Rules, then Settings
• Locate the "Candidate Method" slider and slide it to the enabled position
  

How the Candidate Method Works

• All eligible personnel receive call shift notifications simultaneously rather than sequentially
• Personnel can respond immediately using their preferred communication method
• The system collects all positive responses as "candidates" until the deadline
• Automatic or manual awarding occurs based on predetermined ranking criteria
• Comprehensive notifications keep all participants informed of the outcome

Integration with Existing Systems

• Works with current personnel notification preferences and contact methods
• Utilizes existing ranking and rotation systems for fair shift distribution
• Maintains all standard call shift documentation and tracking features
• Compatible with departmental policies and union agreements regarding shift assignments

Notification Methods Available

• SMS text messaging for quick mobile notifications
• Phone calls for direct voice communication
• Push notifications through mobile applications
• Email notifications for detailed written communication
• Personnel control their notification preferences through their individual profiles

Best Practices

Implementation Considerations

• Ensure all personnel have updated their notification preferences in their profiles before enabling
• Communicate the change in call shift methodology to all eligible personnel
• Test the system with a small group before full deployment to identify any issues
• Monitor initial usage to ensure deadlines and ranking systems are working as expected

Deadline Management

• Set appropriate deadlines that allow sufficient response time but don't delay shift coverage
• Consider different deadlines for different types of shifts or emergency situations
• Establish clear policies for manual intervention when automatic assignment isn't appropriate
• Monitor response patterns to optimize deadline timing for your department

Personnel Training and Communication

• Train personnel on how to update their notification preferences in their profiles
• Explain the new process and how it differs from traditional sequential calling
• Provide clear instructions on response expectations and deadlines
• Establish protocols for personnel who may have technical issues with notifications

Common Mistakes to Avoid

• Don't enable the candidate method without ensuring personnel notification preferences are current
• Avoid setting deadlines that are too short for personnel to reasonably respond
• Don't forget to communicate the change to supervisors and administrators who manage call shifts
• Ensure ranking systems are properly configured before relying on automatic assignments

Troubleshooting & FAQs

Notification Issues

• If personnel aren't receiving notifications: Verify their contact information and notification preferences are current in their profiles
• For delayed notifications: Check system connectivity and notification service status
• When notifications go to wrong contacts: Ensure personnel have updated their profile information recently

Response and Assignment Problems

• If candidates aren't being recorded: Verify the candidate method is properly enabled and deadlines are set appropriately
• For incorrect awarding: Check ranking system configuration and verify sorting methods are current

System Performance Issues

• For response tracking problems: Verify all notification methods are properly integrated and reporting responses
• When rotation lists don't update: Check system settings 

• Frequently Asked Questions 

1. Q: Can personnel still decline shifts using the candidate method?
   
1. A: Yes, personnel can respond "No" or simply not respond, which keeps them out of the candidate pool
   
2. Q: What happens if no one responds by the deadline?
   
1. A: The system can be configured to alert administrators
   
3. Q: Can administrators manually award shifts before the deadline?
   
1. A: Yes, manual assignment capabilities remain available for urgent situations
   
4. Q: How does this affect seniority-based shift assignments?
   
1. A: The candidate method still respects your agency's ranking system, including seniority-based priorities
   

Advantages of the Candidate Method

Efficiency Improvements

• Provides faster method for conducting call shifts, especially beneficial for agencies with larger personnel lists
• Eliminates delays associated with sequential calling through long contact lists
• Reduces administrative time spent managing individual call attempts
• Allows for quicker shift coverage during emergency or high-demand situations

Enhanced Communication

• All eligible personnel are notified simultaneously of open shifts, ensuring equal opportunity
• Personnel can respond immediately without waiting for their turn in the rotation
• Comprehensive notification system keeps everyone informed of shift status and outcomes
• Reduces missed opportunities due to unreachable personnel in sequential systems

Automated Management Features

• System can wait until deadline to automatically award shifts, reducing manual intervention
• Automatic awarding to highest-ranked candidate based on agency's sorting method
• All non-selected candidates receive automatic notification that the shift was filled
• Rotation lists are automatically updated, maintaining accurate records for future calls

Flexibility and Control

• Administrators retain ability to manually award shifts when needed
• System accommodates various notification preferences for different personnel
• Deadline-based system allows for optimal balance between speed and response opportunity
• Integration with existing ranking systems maintains fairness and departmental policies

Disadvantages of the Candidate Method

Increased Notification Amount

• All eligible personnel receive notifications for every call shift, which can lead to notification fatigue
• Personnel may become overwhelmed by frequent messages, especially during busy periods
• Risk of personnel disabling notifications entirely due to excessive alerts
• May create confusion when multiple shifts are posted simultaneously
  

• System may receive more positive responses than needed, creating disappointment for non-selected candidates
• Personnel may feel frustrated when consistently responding but not being selected due to ranking
• Can create unrealistic expectations about shift availability among lower-ranked personnel
• May lead to decreased participation over time if personnel feel their responses are rarely successful
  

Technology Dependency

• Relies heavily on personnel having current contact information and properly configured notification preferences
• System failures or connectivity issues can impact the entire call shift process
• Personnel without smartphones or reliable internet may be at a disadvantage
• Technical problems can delay or prevent proper shift assignment

Reduced Personal Interaction

• Eliminates direct communication between supervisors and personnel during the call process
• May miss opportunities to discuss shift details, requirements, or personnel availability nuances
• Less flexibility to negotiate shift terms or address individual concerns
• Can feel impersonal compared to traditional phone-based calling methods

Administrative Complexity

• Requires more initial setup and ongoing maintenance of notification preferences and ranking systems
• Need for clear policies and procedures to manage the automated process
• Potential for system conflicts with existing union agreements or departmental policies
• May require additional training for both administrators and personnel