Location Database – Airports, EMS, Helipads, Hospitals, Landing Zones, Medical Facilities and More

Location & Landing Zone Database

The location feature allows you to store a location database of all Airports, EMS agencies, Fire Departments, Helipads, Hospitals, Landing Zones, Medical Facilities, and more. Each location can have multiple addresses, phone numbers, mapping, and a notes section for Gate Codes, Door Codes, and special instructions.

There are over 61,000 locations pre-loaded in the database automatically.  Any location that you create will remain private so that only your staff can see the information.

Location information can quickly be sent to staff via email and text including door codes, address, coordinates and more.

 

 

Turning the Location Database On/Off

To enable the location database, click on System Configuration -> General -> Modules -> Location Database

 

Searching the Location Database

From the Features Menu, click Locations.

Use the filters on the left to select the Location Type, Name, City, State, County, etc to find your location.  New locations can be added by clicking “Add New Location”.  Once you have found the location, click on the location title.

Viewing a Location

When you view a location, the Address / Notes tab will show basic demographics.  If the location is a Airport or Heliport, a link to the Airport Information including communication frequencies, services offered, and nearby navigational aids.

Each address is listed along with the coordinates that are automatically created from the street address or can be manually entered for locations with no address (ie Landing Zones).

Notes, Door Codes, and Parking instructions is private information only for your staff.  You can update this information and attach any information needed here.  This information will not be seen outside of your organization.

Phone Numbers are listed on the next tab. You can add as many phone numbers as you like.

Documents and pictures can also be attached to each location including approach direction, any obstructions or maintenance concerns.

Send Location To User / Staff

Click the “Send To” tab to quickly send selected information to a specific user or the users working on a Unit/Vehicle from the schedule.  You can also scan the QR Code using your phone to quickly create a Contact with all the information.

Nearby Locations

Nearby locations will show the next closest locations to this one.  Should a facility go on diversion or weather changes and you need another landing zone / airport, the page will show the locations along with distance and heading.

Units Nearby

BGSolutions also has the ability to receive real-time tracking data from almost any provider (NetCloud, GeoTabs, OpenGTS, Outerlink, SkyTrac, SpiderTracks).  The Unit Distances tab will calculate the distance and heading from your units/vehicles to the selected location.  The information will auto update as your vehicles move.

 

Public Classes and User Registration

Public Classes

You can select classes to be “Public” which will show this class on a calendar to Non-BgSolutions users and allow any user to register for the class.  Each Public class will have a secret website link as well as you have a secret link to your entire Public class Calendar.  This feature will allow you to maximize your instructors time and also provide increased public relations with local agencies.

Public Classes Calendar

You have a public calendar that is available to Non-BgSolutions users.  Any user with the link can view the calendar of all upcoming classes with out logging in or creating a profile.  The link to the public calendar is located in

System Configuration -> Education -> Public Class Calendar

The calendar also comes with an embedded iFrame that allows your IT department to place this calendar on your public website.

Creating A Public Class

To open a class up for Public Registration, Create or Edit an existing class.  Locate the field “Maximum Participants (Public/Anyone)” and set this to the number of students you want.  A value of Zero (0) will hide this class from the Public Calendar and prevent public registration.  Selecting one (1) or more public users will enable this class on the Public Calendar and allow Public Registration.

NOTE: Once a class has at least one (1) Public Participant, a new tab will show on the Class View Page to show all “Public Users Signed Up” as well as the Secret Link directly to the class.  This link can be distributed to users Or the main Public Calendar link. 

NOTE: Administrative users can also add Public Users to the class and roster by clicking the “Add PUBLIC Users” link from the View Class page.

 

Public Class Registration

Users can register for any public class that has not already started/occurred and a class that has Open seats remaining.  Using the Public Calendar Link (System Configuration -> Education -> Public Class Calendar) or the specific Public Class Link (View Class -> Public Users tab -> Public Link To Class), then Non-BgSolutions users are able to Register for your class.  Select the Class from the Calendar, enter the Demographics including Name, Phone Number, Email, and Affiliated Agency, and click Register.

Any Public users registered for the class will appear on the class roster.  Any duplicate users registered can be removed from the Class View page.  The Public Class Registration page does not require users to create an account, confirm email links, password etc to facilitate public registration to speed up the registration process for Non-BgSolutions users.

 

Dashboard Memos

Memos allow you to quickly distribute information and attachments to all staff.

Dashboard Memos allow you to quick distribute information and attachments to all staff in a quick and responsive manner.  For items where you need compliance checking, this information is better suited in the Resources section.

Memos allow you to distribute a quick note to users logging in with/with out an attachment.  Memos are shown on the right lower section of the Dashboard to all users.

Users can quickly click on the Memo and see the title, description, and also the attachment with just one click.

Enabling Dashboard Memos:

  1. Click on “Features” -> “System Configuration
  2. Select the “General” tab
  3. Click “Modules Menu
  4. Enable “Dashboard Memos

Creating A New Memo

  1. From the Dashboard, Click the “+” Icon in the Dashboard Memos Section
  2. Enter the “Memo Title” that is shown to all users on the Dashboard
  3. Enter the “Memo Message” that is the details or summary of the message
  4. Enable the “Attach File” slider if you want to upload a new document to this memo
  5. Click “Create Memo
  6. If you are attaching a file, you will be redirected to the uploader to upload the new memo.

Note: Memos do not contain compliance information as to which users have viewed the memo.  To record compliance, create a new resource under “Education” -> “Resources”.

 

 

Training

The Training module allows users to Self-Document tasks performed and award Continuing Education hours And Training Hours.  This is very useful in the Fire Department Schedulers to document all the tasks your staff perform and ensure compliance with NIFS and ISO ratings.

Enabling The Training Module:

  1. Click on “Features” -> “System Configuration”
  2. Select the “General Tab” and click “Modules Menu”
  3. Enable the slider next to “Training Module”

 

Configuration & Setup:

Next, we can customize several key aspects of the Training section to meet your needs:

  1. Training Types (ie Fire Hours and EMS Hours)
  2. Hours Types awarded when a topic has been completed (ie Company, Facilities, HazMat, etc)
  3. Training Quotas (ie Officers need 192 hours Company Training per Year, 18 hours Facility Training per Year)
  4. Training Topics & Objectives (ie Aerial Operations – Intro to Aerials)

Configuration of Training Types:

Training Types are the broad category that Training Topics will be organized into.  These typically include “Fire” and “EMS”.  Individual Topics will be added into one of these Training Types.

  1. Click on “Features” -> “System Configuration”
  2. Select the “Training Tab” and click “Training Types” (If Training Tab is not present, see “Enabling Training Module Above”)
  3. Click “Create New Training Type” and enter the name of the Training Type such as “Fire” or “EMS”
  4. Repeat steps 1-3 as needed for each Training Type in your organization

Configuration of Con-Ed Hours Types (aka Training Hours):

Con-Ed hours types are the hours types that are awarded to users once a training has been completed.  These typically include “Company”, “Driver”, “Facilities”, “Haz-Mat”, and “Officer”.  Each Training Topic will award users with Hours from one of these Con-Ed hours types.

Note: You can also mark one (1) Con-Ed hours type as the “Training Overflow”.  When a user has reached their yearly amount for this Con-Ed hours type, additional hours will automatically flow into the Con-Ed hours type marked as “Training Overflow”.

  1. Click on “Features” -> “System Configuration”
  2. Select the “Training Tab” and click “Con-Ed Hours Types” (If Training Tab is not present, see “Enabling Training Module Above”)
  3. Click “Create New Con-Ed Hours Type” and enter the name of the Training Type such as “Company” or “Driver”
  4. Click “Create Con-Ed Hours Type”
  5. If you want to mark this Con-Ed hours type as the “Training Overflow”, select the Con-Ed Hours Type from the list, click “Edit” and select “Training Overflow Category” to enabled
  6. Repeat steps 1-5 as needed for each Hours Type in your organization

 

Configuration of Training Quotas:

Training Quotas are the number of each Con-Ed hours type that a user needs per year.  Users belong to one or more User Roles and the Quotas are attached to each User Role.  For example, the “Officers”  User Role need 192 Company hours, 18 Facilities hours, 6 Hazmat, and 12 Officer hours per year.

Note: Any users with Multiple User Roles will have a selector to show their Quota Progress for each of their User Roles. 

  1. Click on “Features” -> “System Configuration”
  2. Select the “Training Tab” and click “Training Quotas” (If Training Tab is not present, see “Enabling Training Module Above”)
  3. Select the User Role from the list.  To create additional user roles see Create And Edit User Roles
  4. Click “Edit Quotas For User Role”
  5.  Enter the Hours required for each Con-Ed Hours Type in the list
  6. Click “Update Quotas”
  7. Repeat steps 1-6 as needed for each User Role in your organization

 

Creating Training Topics & Objectives:

Training Topics are the actual topics that users will pick from when recording their training.  Each Topic will belong to Training Type (ie “Fire” or “EMS”) as created above.  The Topic will also award users with a designated Con-Ed hour type (ie “Company” or “Facilities”).  Each topic will have one or more Objectives that a user will pick from when documenting training was completed.

  1. Click on “Features” -> “System Configuration”
  2. Select the “Training Tab” and click “Training Topics” (If Training Tab is not present, see “Enabling Training Module Above”)
  3. Select the Training Type from the Drop down (ie “Fire” or “EMS”).  This will load all the prior topics in this Training Type
  4. Click “Create New Training Topics”
  5.  Select the Training Type and the Topic Name.  The Topic name is the title users will select (ie “Aerial Operations”
  6. Click “Create Training Topic”
  7. The topic will be created and you can fill out the additional details
  8. Select the Con-Ed Hours Type to award to user (ie “Company”, “Facilities”)
  9. Allow Self SignUp will allow Non-Admin users to create this topic at will.  Disabling this feature will allow only Admin staff to create this topic for the Non-Admin users
  10. Requires Verification will send the user’s training to the Verification Queue for admin approval
  11. Optional notes can be used to describe the topic and any special needs
  12. Optionally add 1 or more Training Objectives to the topic by clicking “Add Objective”.  Objectives can include specific tasks that users will be able to select from when completing this training.  (ie “Review Of Types Of Aerial Applications”, “Performance Issues”, “Weather and Terrain” etc)
  13. Repeat steps 1-12 as needed for each User Role in your organization

Continue Reading At ->> Recording Training

Create And Edit User Roles

User Roles allow you to group users together and set Education Requirements that the users must have to perform their duties. Examples of User Roles include “EMT”, “EMT-P”, “Crew Chief” or “Fire Fighter”, “Officer”, “Driver”, etc.

Users can have multiple user roles such as “Paramedic” and “Crew Chief”.  This would allow you to have a set of requirements for all “Paramedics” and require additional items for “Crew Chiefs”.  When multiple user roles are present for a user, their stoplight color will be a combination of all requirements from all user roles.

Creating User Roles:

  1. Click on “Features” from the Menu bar -> “System Configuration
  2. Select the “Users” tab or the “Education” tab
  3. Click “User Roles
  4. Click “Create New User Role Type
  5. Enter the name of the User Role (ie “Fire Fighter”, or “EMT-P”) and click “Create User Role”
  6. The optional field “User Is Qualified To Work On -1 Units” is being phased out and can be disregarded

Editing User Roles:

  1. Click on “Features” from the Menu bar -> “System Configuration
  2. Select the “Users” tab or the “Education” tab
  3. Click “User Roles
  4. Select the User Role from the list
  5. Click “Edit User Role Type
  6. Update the name of the User Role (ie “Fire Fighter”, or “EMT-P”) and click “Update User Role”
  7. The optional field “User Is Qualified To Work On -1 Units” is being phased out and can be disregarded

Assigning User Roles:

  1. Click on “Users” from the Menu bar -> “Users” menu item
  2. Select the user from the table
  3. Click “User Roles & Permissions” tab
  4. Click “Assign Additional User Role” button
  5. Select 1 or more user roles from the list and click “Update User Roles

For Details On Configuring Requirements for each User Role see Education Portal – Supervisors Guide And Setup Instructions 

Schedule Notifications

Scheduler Notifications

Scheduler Notifications provides you with a way to send non-essential notifications to users when the login to the scheduler.  This system does not send any immediate notifications to users as the Email and Paging system does.   Great uses for the notification system includes reminders to submit time cards, upcoming meetings and new policies and procedures rolled out.

 

If you are looking for Email, Paging, SMS/Text, and Mobile App communications, click here.

 

 

Features:

  • Inform staff of Non-Essential communications with out emailing or paging staff
  • Records compliance of when users open the notifications to ensure all staff are informed
  • Searching of prior notifications you Sent or Received

Viewing your notifications:

If you have any Non-Viewed notifications, you will see a Number next to the Bell icon.  Click on the bell icon from any page to view and mark the notifications as received.  If no number is present, you can still view prior notifications and create a new notification.

From the view notification popup, you can

  • Dismiss the Notification using the Dismiss button and Dismiss all messages at once
  • Click on the Date/Time sent to view additional details on this message
  • Click on My Sent Notifications to search for additional notifications you sent or received
  • and Create A New Notification

Dismissing A Notification:

You can dismiss a notification by clicking on the Bell icon to show the notification list, and then click the Dismiss button.  This will record you have received the notification and remove it from the notification list.  You can always retrieve your prior notifications by clicking “My Sent Notifications”.  Click the “Dismiss All” button to mark all notifications as read.

Searching For A Notification:

Your Received and Sent notifications are accessed by clicking on the Bell icon next to your name and click “My Sent Notifications”.  You can also access your prior notifications by clicking Features from the Menu -> Email & Paging System -> “View Your Sent Notifications”.

Use the search boxes to locate Notifications that you have sent and / or received.  If you have Admin access, you will be able to search for users receiving a notification.  Non-admin users will only be able to search and view notifications that they created or received.

Note: Notifications can be marked as “Important” to make the notifications stand out.  Notifications that are “Important” will have a small orange flag next to the notification to ensure users see the message.

Click on any notification to view the notification details and also the Read % or Compliance for the message.

 

Viewing A Notification & Notification Details:

Click on any notification from the search window or the Date/Time column if viewing from the Bell icon next to your name.  This will show the Notification details.

 

Creating A Notification:

To create a new notification, click on the Bell icon next to your name and then “Create New Notification”.  You can also create a new notification from the Features Menu -> Email / Paging -> “Create New Notification”.

Select the recipients from the search bar and enter your notification message.  If the notification is “Important”, select the Important Flag slider and click “Send Notification”.

Schedule Templates / Patterns

The scheduler typically has Units/Vehicles that operate on a specific rotation (ABC shift, Pattern, Monday-Friday) etc.  However you may need to routinely schedule Users on different units through out their pattern.  An example would be a Supervisor who rides in a QRV truck 8am to 8pm and then rides EMS1 from 8pm to 8am.

The Shift Template feature allows you to create any pattern and assign users to 1 or more units on any day in this pattern.

First, let’s create a Shift Template.

Click on “Features” -> “System Configuration” -> “Scheduling” tab.

 

 

 

Next, click on “Shift Templates” and then “Create New Shift Template

 

 

 

 

 

Enter the name for the Template such as “Day Shift Supervisor”.  Enter the number of days for this pattern.  If the pattern repeats every 3 days (ie ABC) shift, select 3.  If the pattern repeats every 7 or 14 etc days, enter that number.  And finally, enter any Start date or Anchor date of the pattern into the “Template Start Date” field.

 

 

 

 

 

 

 

 

Click “Create Shift Template” to create the template and assign users, units to the pattern.

Clicking the “Edit Template Demographics” button will allow you to change the information you just entered (Name, Number Of Days, and Template Start Date [aka anchor date]).

If you want to Copy the entire template to another template and assign different users/units, click “Clone Entire Template”.

To remove the template, click “Delete Shift Template”.

 

Next, let’s assign users to this template.

Click the “User Groups” tab.

The template will schedule 1 or more user groups.  In our example of QRV Supervisor, we will need to schedule 3 users, one for “A” shift, “B” shift, and “C” shift.  If you are creating a template that only applies to one person, then you will only need 1 user group.  Since our example applies to each supervisor on each shift, we will have 3.

To add or remove User Groups, simply change the “Number of User Groups” drop down.

Next, drag a user from the “All Users” section on the right, into the User Group.

Great, now let’s define the actual pattern of events, units and times that each User Group will operate.

Click on the “Pattern” tab to add events to the Shift Template.

The “Pattern” shows each day of the Shift Template.  In this example, we used 3 days since our pattern will repeat with an A, B, C, shift sequence.  If you selected a 7 day pattern, you will see 7 days, one for each day of the pattern.

Notice that each day shows “Open” since we have not assigned a User Group to work any days in the pattern.

Click the Green Calendar icon next to any day to create an event. (ie “Day #1”)

Enter the fields to create the Event in the Shift Template.  Notice that the “Template Day Number” is selected with the day you selected.  In our example, we will select Day 1 to have User Group #1 work on the QRV from 8am to 8pm.  In a moment, we will create another event to have the Supervisor work on EMS1 in the evening.  Once you have entered all information, click “Add Position To Template”.

Let’s re-cap.  This pattern is a 3 day long pattern.  On the first day of the pattern, User Group #1 will work on QRV Day Shift for 8am to 8pm (12 hours).  The Pattern will start on the date we selected as the “Pattern Start Date” or “Anchor Date”.  So every 3 days, the scheduler will repeat this pattern and create an event for each user in User Group #1 on the schedule.  Notice that User Group #1 is indicated by “G#1”.

 

Next, we will assign User Group #1 to work on EMS1 in the evening.

Click the Green Calendar icon next to any day to create the evening event. (ie “Day #1”)

Repeat the steps above and select EMS1 with start time of 8pm to 8am.

Notice that we have two events listed on day #1.  One for the First Half and one for Second half, both using User Group #1.

We need to do the same steps for Day #2, but Day #2 will use the User Group #2 (ie B Shift) and Day #3 will use User Group #3 (C Shift).

Click the “Clone Template Day” button to duplicate the Day and all Events (User/Unit/Times).  This button is located next to the “Quick Add” button on the “Pattern” tab.

Since we have created Day #1, we will “Clone” Day #1 onto Day #2 and Day #3.

Notice that the “Clone” copied “Day #1” onto Day #2 and Day #3 exactly.  We will edit each event in Day #2 and change the User Group to User Group #2.  We will edit each event on Day #3 to use User Group #3.

Click the Pencil icon on Both events on Day #2.  Change the User Group to User Group #2.

Repeat for the Evening shift on Day #2 and for both events on Day #3.

Let’s recap.  On Day #1 of the Pattern, User Group #1 (ie A Shift) will be scheduled.  Day #2 will use User Group #2 (ie B Shift) and Day #3 will use User Group #3 (ie C Shift).

Let’s see what the Pattern looks like over a full pay period or a full month.

Click the “Preview” tab to review and finalize the pattern.

 

Other Features:

Drag And Drop Editing of Pattern:

If you want to move an event in the pattern to another day, you can drag and drop the event to another day.  From the “Pattern” tab, click on any event and drag it to another day.

Quick Add:

Click the “Quick Add” button to add an event to Multiple Days.

 

If you have any questions regarding how to setup your patterns, feel free to use the Live Chat feature or give us a call anytime.

 

 

 

Equipment Tracking – Creating Service Records

Equipment Service Records are a way to track issues directly from the users and ensure the equipment is repaired quickly.  Users can create a service record and enter the details of the problem.  The service record can be emailed to a supervisor, directly to a vendor, or even your maintenance department.  You can track updates on the repairs and put the equipment back in service.  This also allows you to track equipment issues over time to help determine which equipment should be retired.

Create a Service Record

When a piece of equipment breaks, users can create a Service Record.  This will ensure repairs are completed and issues are tracked over time.

  1. Click on “Features” -> “Equipment”
  2. Use the filters to find the specific piece of Equipment.  If the Equipment is grouped, click on the Equipment Type in the lower list to expand
  3. Click on the Equipment name
  4. Click on “Service Records”
  5. Click “Create New Service Record”
  6. Enter the details or the issue.  Be as specific as possible to ensure the problem can be reproduced
  7. If you have already sent the Equipment to the maintenance department, enter this information in the “Sent To Service” sections.
  8. Click “Update Service Record”
  9. Finally, use the Print icon to print the service record and attach to the equipment.

You can optionally email the service record to a supervisor, vendor, or the maintenance department.  Click the email icon to send to any user.  You can create a user for vendors to log in or email the service request to you and forward to the vendor as needed.

 

Completing a Service Record

Once the equipment has been repaired, the service record can be completed and the Equipment returned back into service.  Be sure to enter the results of the issues into the service record so that you can track these issues over time.

  1. Click on “Features” -> “Equipment”
  2. Click on “Service Records”
  3. Click on the Specific Service Record
  4. Click “Edit Service Record”
  5. Change the “Service Record Status” to “Completed”
  6. Additional fields will appear in the lower section
  7. Enter the resolution details.  Be as specific as possible to ensure you can trend these issues if they continue
  8. Click “Update Service Record”
  9. If the Equipment is now back in service, be sure to edit the Equipment and set the status to “In-Service”

 

Return To Equipment Tracking

Equipment Tracking – Creating Inspections

Equipment Inspections are date based reminders to perform Maintenance on any type of Equipment.  Examples include a Yearly Monitor software update, radio programming, or stretcher strut inspections.

Create an Inspection

  1. Click on “Features” -> “Equipment”
  2. Select the Equipment item from the list.  If the list is “Grouped”, click on the Equipment type to expand the list.
  3. Click on “Inspections” tab
  4. Click “Create New Inspection”
  5. Enter the “Inspection Name” ie Yearly Inspection
  6. Select which Equipment Attribute the Inspection is based on.  If this is recurring every x number of Days/Months/Years, then select “Date”.  If this inspection is based on a Numerical attribute (ie Mileage), select that Attribute type.
  7. Enter the “Inspection Frequency” ie 1 year or 12 months
  8. Enter when the Inspection should turn yellow.  As the Inspection approaches, you can select when the Inspection color will turn from Green to Yellow.
  9. Lastly, enter the Date or Number when the Inspection was last performed.
  10. Click “Save Inspection”

Viewing Inspections

Inspections can be viewed from two different ways.  You can select a specific piece of Equipment and click the “Inspections” tab.  You can view ALL inspections from the Equipment search page and select the “Inspections” tab from the search page.

 

 

 

 

Complying With Inspections

Locate the Inspection from either the “Inspections” tab on the Equipment Search Page or by going into the specific piece of Equipment and click the “Inspections” tab.

  1. Navigate to the Equipment
  2. Click on “Inspections” tab
  3. Click on the Inspection from the list
  4. Enter the Complied with Date or Number (ie Mileage)
  5. Click “Comply With Inspection”

 

Next, let’s create a Service Record.  Click the link below

Creating Equipment Service Records

 

Equipment Tracking – Creating Equipment

Once you have your Equipment Types and Attributes configured, we can create the Equipment you want to track.

View All Equipment

  1. Click on “Features” -> “Equipment”
  2. You will see a listing of all equipment in your service
  3. Equipment is automatically grouped by Equipment Type to keep the list more manageable.  You can expand this list by clicking on an Equipment Type in the table or the filter “Group Items” and select “Un-Group” items
  4. Use the various filters to locate any equipment in your service

Create Equipment

  1. Click on “Features” -> “Equipment”
  2. You will see a listing of all equipment in your service
  3. Click on “Create New Equipment”
  4. Enter a name for the Equipment. Ie “Glucometer #1”.  The Equipment Name field will show on the search pages so choose an equipment name that will give you the information needed to locate it later.
  5. Select the “Equipment Type” from the list
  6. If the Equipment Type has not been created, you can click the plus icon to create a new Equipment Type from here
  7. Click “Create Equipment”
  8. Now the Equipment has been created, we can add additional details
  9. The custom attributes that are enabled for this Equipment Type will be shown
  10. You can assign the Equipment to a specific Base/Station, Unit, Truck, or User.  You do not have to select an assignment for the equipment.  However, this is recommended so that you know where the equipment is at any time.  If user’s are issued radios, helmets, boots etc, then this will keep track of all equipment assigned to the user.
  11. Once all changes are complete, click “Update Equipment”

Equipment Documents

The documents section allows you to save manuals, purchase records, warranties, or any other documents with this equipment.

Use the “Upload New Document” button to upload any document and click “Done Adding Files? Click Here To Return To Equipment” when done.

 

Now we can add “Inspections” to your equipment.  Click the link below

Creating Equipment Inspections

Equipment Tracking – Setup

The Equipment Tracking section allows you to track virtually any equipment in your system including Glucometers, Stretchers, Monitors, Hoses, Radios, etc.

Features include:

  • Custom fields for each equipment type
  • Method to document issues with equipment and ensure all items have been repaired
  • Save manuals and other documents with each piece of equipment
  • Inspections to ensure maintenance is completed on time

 

Equipment Types

Equipment types are the various types of equipment that the system will track.  Examples include Glucometers, Hoses, and Stretchers.  Each of these types will have custom attributes that are turned on/off for this equipment type.  Equipment attributes are any custom fields that you want to track for each equipment type.  For example, a Glucometer would have attributes of “High Control Level”, “Low Control Level” where a Hose would have attributes of “Length” and “Coupling Size”.

Let’s setup a few examples:

Enable Equipment Module

If you do not see “Equipment” under the “Features” menu, click on “System Configuration” -> “Modules” and use the slider to enable the Equipment Module.

Create Equipment Types

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Equipment Types (Monitor / Stretcher / Vehicle etc)”
  4. Click on “Create New Equipment Type”
  5. Enter the Equipment Type (ie Stretcher or Glucometer) and click “Create Equipment Type”
  6. Repeat these steps for each Equipment Type you want to track

 

Create Equipment Attributes

Each Equipment type can have multiple custom attributes or “fields” that you can enter information into.  Ie “Serial Number”, “Model Number”, and “Date Placed In Service”.  The attributes are created and then turned on/off for each Equipment Type.  For example, the attribute “Serial Number” would apply to Equipment Types of “Glucometer” and “Stetcher” but not for an Equipment Type of “Vehicle”.  We will create the attributes here and turn the attribute on/off for each Equipment Type in the next section.

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Equipment Attributes (Model #/ Serial #/ VIN / etc)”
  4. Click on “Create New Attribute”
  5. Enter the Equipment Attribute Name (ie “Serial Number”)
  6. Select the Attribute Data Type
    • Base Drop Down -Pick from a list of Bases/Stations
    • Date – Holds any date in mm/dd/yyyy format
    • Decimal Number 1 place – Holds any decimal number (ie Mileage)
    • Decimal Number 2 places – Holds any decimal number (ie Gallons)
    • Integer Number – Holds any whole number (ie Quantity)
    • String / Text – Holds any wording or free text information (ie Serial Number)
    • Time – Holds any time in hh:mm format
    • Unit Drop Down – Pick from a list of Units/Vehicles
    • User Drop Down – Pick from a list of Active Users
  7. Click “Create Attribute”
  8. Repeat these steps for each Equipment Type you want to track

Enable Attributes For Each Equipment Type

  1. Click on “Features” menu and select “System Configuration”
  2. Click on the “Equipment” tab
  3. Click on “Attach Attributes To Each Equipment Type”
  4. Click on the Equipment Type you created above
  5. Use the blue sliders to turn on the Attributes for this Equipment.  If the Attribute does not apply to this Equipment Type, turn it off
  6. Repeat these steps for each Equipment Type in your list

 

Great!  Now let’s create your Equipment!  Click the link below.

Next, Creating Equipment

 

Automatically Create Schedule Events When Users’ Sign Up For Class

The scheduler can automatically create Calendar Events when Users Sign Up for a class.  This feature will provide three features:

  1. The count of number of hours each user has worked pulls from the Scheduled Events (Not true time stamps since this requires complex validation & custom rules for each service).  By creating a calendar event for each class the user signs up for, the User’s worked hours calculation will more closely approximate the true hours.
  2. Scheduled classes will now show on the main schedule to ensure you know where staff are through out their day.
  3. Classes will be synced to user’s calendar and changes will automatically propagate to the user’s devices.

 

To Enable This Feature:

  1. System Configuration -> “Education” tab -> “Unit Used For Education”.
  2. Select the unit from your existing unit types.
  3. Click “Update Unit Used For Education”.
  4. If you do not have a unit build for Classes / Education, you can create a new unit under System Configuration -> “Units” tab -> “Units / Vehicles” -> “Create New Unit”.

 

To Utilize This Feature:

Once the “Unit Used For Education” is set, the scheduler will automatically create events when the user signs up for a class.  The scheduler will not go back and re-create events from the past since this could effect your payroll/time cards.  However, if you edit a class, the scheduler will automatically check and create any missing events.

For example, if the class runs Monday and Tuesday from 8 am to 10 am, each user signed up will have an event on Monday and another on Tuesday on their schedule for 8 am to 10 am.

If you change the Class Dates or Class Times, the events will be re-built to reflect the new class times.

For example:  If you adjust a class from a two day class to a three day class, all users signed up will have their events removed and rebuilt to reflect the three events instead of the prior two.

If a user un-signs up for a class, the schedule event will automatically be removed.

To Disable This Feature:

  1. System Configuration -> “Education” tab -> “Unit Used For Education”.
  2. Leave the unit selected drop down blank.
  3. Click “Update Unit Used For Education”.
  4. Any previously created events will remain on the calendar unless the Class is edited which will remove the events.

 

 

Daily Log

The Daily Log allows users to document their activities through out the day.  Users can document blocks of time along with a Category and a narrative.  Additionally, an “Attention / High Priority” flag can be used to mark important events for Administrative attention.

The Daily Log has fields for:

  • Start Time
  • End Time
  • Category
  • Narrative
  • Attention / High Priority

Categories can be added / removed through the System Configuration -> Daily Log.

Additionally, you can add an instruction block above the daily log page to instruct staff on what information should or should not be entered.  No patient names should be recorded in this section due to HIPAA information laws.

Admin staff can use the Daily Log search to quickly locate activities that match your search criteria and review those events.

 

Resources

The resources section allows you to create a resource (ie “Adult Medical Protocols”) and attach one or more files into categories.  You are able to add as many categories as you want and as many files as you want.

Each time a user views a file, the system will record the time and date that the user viewed the file for compliance auditing.

The resources section contains three sections: “Documents & Links”, “Notes” and “Access”.

Documents & Links

This tab contains all the files and web links that you have attached to the resource.  These can be protocols, meeting minutes, or any other files that you want to have online for user access.  Use the “Manage Categories” button to Add/Edit/Delete categories (folders) in the document tree.  Use the “Add Web Link” to create a new web link to an online resource or website.  Use the “Upload File” button to add a new file to the resource.

Notes

The notes section allows users to add small updates about the resource.  If you are storing committee meeting minutes, this section can allow you to record when the next meeting is or what duties you have assigned to each member.

Access

Access to the resource can be controlled to prevent un-authorized changes.  If no Access is turned on for the Resource, then all users can view the resource and only Admin  users can make changes.  You can enable a specific user or user role to have additional permissions.  (ie Committee Members may have the ability to change anything in their committee resource but not a different resource).

Vehicle Tracking

Vehicle tracking allows you to map your vehicles/units and collect information such as Date/Times, Locations, Speeds, Altitudes, etc and display this information on a map of your service area.

 

Devices:

To get the information from your vehicles, you can choose a commercially available solution (Guardian Mobility, Latitude, Outerlink, SpiderTracks, SkyTrac, etc) or an App on a cell phone/computer in the unit.  BGS is able to import data from most providers but contact us to verify integration.

Setup:

IMPORTANT:  The more frequent your vehicles update, the more data will be sent via your data plan and also the larger the effect on battery life of your device.  I recommend updating at intervals of 2 minutes or greater to help with both of these.

Each unit/vehicle in the scheduler must be associated with the data from the device transmitter.  Commercially available transmitters  will have a fixed Electronic Serial Number (ESN).  Android / iOS app may give you the ability to choose your ESN or input the ESN.  First, we will setup the units with the ESN from your provider.

If Using A Commercially Available Device:

  1. Log into your provider’s website and locate the ESN number of each vehicle or the Device ID.  Note: The ESN number is not the IMEI number.
  2. Log into the scheduler -> Features -> System Configuration -> Units tab -> Units/Vehicles.
  3. Select the unit from the list.  If you have several units (ie Ems1-1 and Ems1-2, use the Ems1-1 unit and leave others blank)
  4. Click “Edit Unit“.
  5. Set “Unit Tracking Enabled” -> “Enabled”.
  6. Enter the ESN into the “Tracking ESN / Vehicle ID“.
  7. Click “Update Unit“.

 

If Using A Android App: 

  1. Download and install CelltracGTS/Free
  2. Click the 3 dots in the Top Right corner for Configuration.
  3. Select “Mobile-ID Type” to “IMEI / ESN“.
  4. Write down the “Mobile-ID”.  This will be your “ESN” in the scheduler.
  5. Set the “Server URL” to “https://sch.bradgoodmansolutions.com/OpenGTS.asp“.
  6. Set the “GPS Same Rate” to “10 seconds“. Increasing this value will reduce cell phone battery consumption.
  7. Set the “Event Interval While Moving” to “2 Minutes“.  This is how often the device will update.  More frequent updates will create more data on the cell phone plan and use more battery power.  BGS will only accept updates at 1 minute or higher intervals.
  8. Set the  “Auto-Startup on Reboot” to “Yes“.
  9. Log into the scheduler -> Features -> System Configuration -> Units tab -> Units/Vehicles.
  10. Select the unit from the list.  If you have several units (ie Ems1-1 and Ems1-2, use the Ems1-1 unit and leave others blank)
  11. Click “Edit Unit“.
  12. Set “Unit Tracking Enabled” -> “Enabled“.
  13. Enter the ESN into the “Tracking ESN / Vehicle ID“.
  14. Click “Update Unit“.

 

 

 

If Using iOS App:

  1. Log into the scheduler -> Features -> System Configuration -> Units tab -> Units/Vehicles.
  2. Select the unit from the list.  If you have several units (ie Ems1-1 and Ems1-2, use the Ems1-1 unit and leave others blank)
  3. Click “Edit Unit“.
  4. Set “Unit Tracking Enabled” -> “Enabled“.
  5. Click “Auto Generate Tracking ESN“.
  6. Click “Update Unit“.
  7. On the Right Hand side, write down the “Unit Tracking Account ID” and the “Vehicle ID“.
  8. Download and install Open GTS Client Pro
  9. Expand the Settings section by clicking the “+” icon.
  10. Set the “Server” to “https://sch.bradgoodmansolutions.com“.
  11. Set the “Port” to “80“.
  12. Set the “Directory” to “/OpenGTS/“.
  13. Set the “Account ID” to the Account ID from Step #7.
  14. Set the “Vehicle ID” to the Vehicle ID from Step #7.
  15. Set the “Update Interval (s)” to “120“.  This is the number of seconds between updates. Minimum value is 60 seconds.
  16. Click “Save“.
  17. The settings area will dim and become un-editable.  To make a correction, close the app and re-open.
  18. Next, click “Start Tracking“.
  19. If the “OpenGTS Server Update Status” does not become green and show “Success”, verify you settings and re-try.

 

 

 

 

 

 

 

Tracking:

To open the tracking feature, click on “Vehicle Tracking” from the Quick Links section or from “Features” -> “Vehicle Tracking“.

The mapping system will show a map of your service area.

 

First, ensure that all bases are shown on the map.   If a Base is not shown, click “Return to Scheduler” and update your base address from “Features” -> “System Configuration” -> “Base Types“.  Enter the correct address and save.  Then verify the mapping by clicking “Scheduling” -> “Bases And Units“.  The map of the base should appear.  Next, return to the Vehicle Tracker.

 

Notice the Icons in the Top Right corner.  .  The House icon will reset your view back to the normal view and stop any tracks that are currently playing.

 

Next, click in the background of the map.  The “Fleet Overview” will appear showing all units that the scheduler has received coordinates

from.  If a unit is missing, verify the ESN from the scheduler Unit setup and also the app settings.

Each unit will be shown in the table along with the last coordinates received, the speed (in knots), Altitude (in meters), Heading, Last Date Time Fix (in UTC time), Number of minutes ago (adjusted to local time) and the average Frequency between coordinates (in minutes).

 

Notice the options box in the Top Left corner.  This box contains links to view the prior/historical tracks of each unit by selecting a unit from “View History For Unit” and selecting the time.

The buttons on the lower section allow you to add Layers to the map.  Airports will load all airports in the United States including the latest TAF and METARs.  The NWS Warnings will show active alerts from the National Weather Service.  Smoke will render the current smoke plumes that may affect visibility.  TFRs will load all active TFRs.  All layers are updated hourly.

 

When you select a historical flight, the map will zoom to the starting location and begin the timeline.  You can stop, fast forward, and rewind the timeline by using the icons in the Bottom Right corner.  You can also click on a time from the timeline to go to that time.  

 

 

 

 

 

When viewing a vehicle history, the camera will lock onto the unit.  Mouse controls will now shift the camera angle.  To un-lock the camera from the unit and return the map to normal mouse controls, click the Camera icon in the top right corner of the Tracks window.  Clicking the Home icon will also un-lock the camera and reset the view.

 

Airport Information:

Enable the Airports layer by clicking “Airports“.

Select any airport on the map to show the airport information including TAF and METAR.  All Layers are updated hourly.

 

 

 

 

 

 

 

Support Center

 

The Support Center has two distinct features:

  1. Request new features from the scheduler.
  2. Create and manage process improvement / QA procedures for your system.

 

We will look at each of these individually.

 

Overview:

The support center is located under the “Features” menu.  A listing of all requests will be shown and new requests can be created by clicking “Create Support Request“.

 

Request New Features / Report Issues:

The support center has several categories of requests including Error Report, Feature Requests, and General Help.  Each of these categories will automatically be routed to BGS and an email will be sent when a request is created or updated.  This will ensure that you always know the status of your request.   If you need a new report or have an issue with the scheduler, a support request can be created to address your issue.  All issues should be routed through the support center.

 

Create and manage process improvement / QA procedures for your system:

Your scheduler comes with several categories by default: Process Improvement, Safety and Vehicle issues.  Categories can be created or removed through “System Configuration” -> “Support Center” -> “Support Center Categories“.  Each category will have 1 or more users that belong to the category.

Example:  All vehicle related issues are designated to 2 users.  You can create a category called “Vehicle Issues” and assign these two users.  Each time a new request is created, both users will be notified and also be able to respond back to the creator with the progress & resolution of the issue.

Users assigned to the category (ie Vehicle Issues), the creating user of the request, and users with the permission “SysOp” can see every request and the notes.

 

Assigning Users To A Support Center Category / Change Category Name:

1 or more users can be assigned to each category.

  1. System Configuration” -> “Support Center” -> “Support Center Categories“.
  2. Select the category
  3. Enter the “Category Name
  4. Select 1 or more users.  Hold CONTROL + Click on the user name to select multiple users.
  5. Click “Update Category

Note:  Adding/Removing users from a category will not change the users assigned to existing requests.  (ie A request is created for Vehicle Issues that has User1 and User2 assigned.  If you remove User2 from the category, User2 will still remain on the existing requests for continuity of the request.

 

Permissions / Users Able to View Requests:

The user creating the request will always be allowed to see Open or Closed requests.  Each support request will have a category assigned.  This category will have 1 or more users assigned.  The request will automatically associate the users in the category to the request.  Additional users can also be added to the request.  And finally, all users with the “SysOp” permissions can also view any request.

 

Support Request Properties:

The support request will have valuable information including

  1. Creating User
  2. Date/Time request created
  3. Current Status (New, In-Progress, Pending, On Hold, Completed)
  4. Priority (Low, Medium, High, Critical)
  5. Category (Safety Issue, Vehicle Issue, etc) Categories are editable through System Configuration
  6. Description of the issue
  7. Users Involved (Users from the category + Additional users as needed)
  8. Notes section (Any changes to the request and also progress/resolution of the request)

 

Creating A Support Request:

  1. Click on “Features” -> “Support Center
  2. Click “Create Support Request
  3. Enter the Request Title
  4. Select the Request Priority (Low, Medium, High, Critical)
  5. Select the Request Category (ie Safety Issue, Vehicle Issue)
  6. Enter the Description Of Issue
  7. (Optional) Assign additional users by clicking “Add Additional Users(s)”  (ie your partner or a witness)
  8. Click “Create Support Request

Once the request has been created, the creating user and all users assigned to the Request Category will receive an email that the request has been created.  Any changes / resolution to the request will also be emailed to you.

 

Editing A Support Request:

You are always able to edit the request and add additional information.  If the issue is initially marked as “Completed” but then returns, the request can be re-opened.

  1. Click on “Features” -> “Support Center
  2. Locate the support request using the search features
  3. Click “Edit Request” to edit the request upper section or click “Add Note” to document progress/resolution of the issue.

 

Completing A Support Request:

Completing a support request is the same procedure as editing a support request.  Select “Completed” from the “Status” selector.

 

 

 

 

Import Users’ Leave Balances – Paylocity Integration

BGS Scheduler will import information from a variety of county finance systems including Paylocity.

 

To Import User’s Leave Balances from Paylocity (Comp, Sick, Vacation, Other[School], Petty etc) into BGS Scheduler:

  1. Run Or Request the “Leave Accruals Report” from Paylocity.
  2. Save this file as an Excel worksheet (XLS or XLSX).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “Paylocity – Import Leave Balances“.
  5. Click “Step 1 – Upload Report Leave Accruals Report as XLS File“.
  6. Select the report you saved from Paylocity step 1 and Drag-And-Drop or Click Upload File.
  7. Verify the Report As Of Date / Effective Date.  If the date is incorrect, click “Change As Of Date / Effective Date”.
  8. Verify that each user is matched from the Paylocity report to the BGS Scheduler.  A red box will appear if any user can not be matched up.
  9. Users that are not matched up correctly will be excluded from the final import.  You can continue with red users selected.
  10. Verify the leave balance for each user in the import.
  11. Once all users have been matched, click “Complete Data Import“.

 

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Different Sick Types (ie Sick Full Time, Sick 12 Hour, etc) will be merged together.  School leave will be imported as Other Leave.

 

Import Users’ Leave Balances – ExecuTime Integration

BGS Scheduler will import information from a variety of county finance systems including ExecuTime.

 

To Import User’s Leave Balances from ExecuTime (Sick & Vacation) into BGS Scheduler:

  1. Run Or Request the “Benefit Balance Report” from ExecuTime.
  2. Save this file as an Excel worksheet (XLS or XLSX).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “ExecuTime – Import Leave Balances“.
  5. Click “Step 1 – Upload Report Benefit Balance Report“.
  6. Select the report you saved from ExecuTime step 1 and Drag-And-Drop or Click Upload File.
  7. Verify the Report As Of Date / Effective Date.  If the date is incorrect, click “Change As Of Date / Effective Date”.
  8. Verify that each user is matched from the ExecuTime report to the BGS Scheduler.  A red box will appear if any user can not be matched up.
  9. Users that are not matched up correctly will be excluded from the final import.  You can continue with red users selected.
  10. Verify the Vacation Time and Sick Time for each user in the import.
  11. Once all users have been matched, click “Complete Data Import“.

 

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Comp Time/TFT, Petty Time and Other hours will not be removed as they are not affected by the Import.

 

Truck Check Forms – Creating & Editing Truck Check Forms

Truck Check Forms allow users to quickly complete truck check offs from their phone or any computer.

 

Key Points:

  1. Use True/False options if possible to improve the User’s experience and reduce time to fill out form.
  2. Create as many Forms as necessary depending on your Unit/Vehicles configurations (ie QRV and another for Ambulance)
  3. Use Drag & Drop to move categories and organize questions in each category.

 

This guide will assist you with creating a new truck check off form.

  1. Click on “Features” -> “Truck Check Off” OR click “Truck Check Off” from the home page Quick Links section.
  2. Existing truck check forms will be shown in the table.
  3. Click “Add New Master Form Type“.
  4. Enter the name of the Truck Check form and click “Create Master Form Type“.  Examples include “BLS Check Sheet”, “ALS Check Sheet”, “Medications”, “QRV”, “Ambulance” etc.
  5. Select the number of columns on the form (Between 2 and 4).  Typically 2 or 3 will allow the most usability of your form.
  6. If users can “copy” the last filled out form to use the same values, select “Allow User To Copy Values From Last Form Completed” as Yes.
  7. If users can edit their form after it is completed (locked-out), select “Allow User To Edit Form After Form Is Completed” as Yes.
  8. If users can enter comments into the form, select “Allow User Comments Section After Questions” as Yes.
  9. If users can enter the Shift Letter on the form, select “Include Shift Letter” as Yes.
  10. Forms can contain directions/instructions/additional information in a Top and/or Lower narrative section on each form.  Enter your directions/instructions/info into either section as needed.
  11. Next, click on “Applies To Vehicle” tab.
  12. Click on your Units and Vehicles to enable which Units this form will apply to.  By default, all units are enabled.  Units/Vehicles like Admin call, late duty etc should be removed.  Units/Vehicles can be removed by clicking on the Unit Name in either table.
  13. Next, click on “Categories & Questions” tab.
  14. Questions are organized into 1 or more categories.
  15. Categories can be created by clicking “New Category“.
  16. Once all categories have been added, being creating questions by click “New Question“.
  17. The Question type allows information to be gathered quicker from users.  Ie. Integer (Whole number) type questions will bring up a number only keypad on the users phone instead of a full keyboard.  True/False check boxes will allow users to quickly click on an option.
  18. Utilize True/False options if possible to reduce the amount of time it takes for users to complete the check off.
  19. Note:  When creating questions, the prior Category and Question type will be automatically selected.
  20. Click “Create Question & Add Another Question” to add the next item.
  21. Once all categories and questions have been created, you can drag & drop both Categories and Questions as needed.
  22. To Move a category, click the CURSOR icon the right of the category title and drag to another location.
  23. To Edit a category, click the PENCIL icon next to the category title.
  24. To Move a question, click on the Question Title and drag to another location.
  25. To Edit a question, click the PENCIL icon to the right of the question.
  26. Once all edits are done, click “Update Truck Check Form“.

 

 

 

 

 

 

 

 

 

Truck Check Form On Desktop Computer

Truck Check Form On Mobile Phone

 

 

Review the User’s Guide on filling out Truck Check Forms here.

Supervisor’s Daily Log

The Supervisor’s Daily Log allows for information to be documented per day and archived.  Information in the Supervisor’s Daily Log can not be viewed by non-administrative users.

 

The Supervisor’s Daily Log has a standard “General” category and additional categories can be created.

Create Additional Categories:

  1. Click “Features” -> “System Configuration“.
  2. Click “Supervisor Log Categories“.
  3. Click “Create New Category“.
  4. Enter the category name. A Minimum of 3 characters is required.  Categories will be shown alphabetically.  Start the category with a number to put items in a specific order (if needed).
  5. Click “Create Supervisor’s Log Category Type“.

 

Entering Information Into The Supervisor’s Daily Log:

  1. Click “Scheduling Admin“.
  2. Click “Edit Today’s Schedule“.
  3. Navigate to the correct date (if needed).
  4. Expand the “Supervisor’s Daily Log” section (if needed).
  5. Click “Edit Your Entry“.
  6. Once changes are made click “Update Supervisor’s Log” or “Update Supervisor’s Log & Email To Sysops“.

 

Information in the log will be organized with the most recent information at the top and broken down by each category.

Note: If a category is deleted, the prior records for that category will be merged into the General category.

Restrict Access

Restricting Users Access

The scheduler has a user profile flag that will prevent a user from accessing the Email/Notification menu, Reports menu and Viewing other user’s profiles.  This will not prevent a user from viewing their own profile or updating their own profile.

 

This permission is useful when you have users in training, junior-staff, or a user on administrative leave.

 

Enable Restricted Access:

  1. Click on “Features” -> “User Search
  2. Locate the user in the table
  3. Click “Edit User
  4. Select tab “Permissions
  5. Select “Restrict Access” -> “Yes”
  6. Click “Update User’s Profile

 

Disable Restricted Access:

  1. Click on “Features” -> “User Search
  2. Locate the user in the table
  3. Click “Edit User
  4. Select tab “Permissions
  5. Select “Restrict Access” -> “No”
  6. Click “Update User’s Profile

 

 

Education Portal – Supervisor’s Guide & Setup Instructions

The BGS Scheduler comes with the Education Portal.  The portal allows users to know their minimum job requirements, maintain their skill currencies, upload copies of cards, and run reports on their continuing education when it’s time for re-certification.

 

The Education Portal is broken down into several sections that work together:

  • Con-Ed – Con-Ed is online education.  Users can review the continuing education while on shift.  Documents can be uploaded to the con-ed including powerpoints, excels, pdfs, etc.  Quizzes can also be added to each con-ed.  Users will receive a certificate once all documents have been opened and all quizzes have been passed.
  • Licenses & Advanced Certifications  – ie EMT-P cards, CFRN certification.  License and Advanced Certifications are created by the user and may require the user to upload documentation as proof.
  • Classes – Students in a class with an instructor.  Con-Ed can be recorded for classes and cards uploaded.  Students can sign up for classes and review class details, and download resources needed for the class.  Once the class instuctor completes the class, the instructor or student can upload documentation (ie cards) as proof.
  • Skills  – Any requirement that is not a class & not a License/Adv Cert can be considered a Skill.  Ie PPD, Fit Test, manakin intubation, LP15 competancy.  Skills are entered by the user at any time.  Skills can be marked as “Requires Verification“.  An example might be a skill called “Live Intubation” where the educator could review the chart.
  • Other Education – Allow users to record education from outside providers but does not count to requirements.  Other education is only for user’s documentation of hours for re-certification purposes.
  • Resources – Policies, protocols, job descriptions etc can be uploaded and be readily available to users.  Resources do include when each user has viewed the resource but can not be required.
  • Education Documents – Quickly retrieve con-ed certificates, class cards and other documents.  Allows users to see their Con-Ed certificates, Licenses / Advanced Certifications, and Class documents.  Also useful to see which items are missing documentation.
  • Verify Items – Education Administrators are able to verify items such as Licenses / Advanced Certifications, Classes, and Skills (marked a Requiring Verification).  This allows educators to know the status of the staff and correct any errors entered.

 

Configuration:

To get started using the Education portal, let’s configure a few items.

Once you have “Sysop” or “Education Admin” permissions, click on “Features” -> “System Configuration

  • Con Ed Certificate Setup – Enter the message that should appear on Every Con-Ed certificate that the online Con-Ed section will issue once user completes a quiz.  This will typically be your Education Institution message.  Your service title will automatically be included on each certificate already.
  • Class Types – Create and edit each Class Type in the portal.  You can create an “ACLS” class type and set the number of years that “ACLS” class is valid for.  You can also configure how may days in advance to turn the user’s profile “Yellow” color, indicating the user needs to obtain a new class.
  • Con-Ed Hours Types  – Each class (and Other Education) can issue continuing education hours to users once completed.  Con-Ed hours can be assigned to each class so that when users run their education reports, all con-ed hours are already in their profile.
  • Licenses / Advanced Certifications – Create and edit each License / Advanced certification for the portal.  You also set the number of years each License / Advanced certification is valid for and if the user is Required to upload a copy of the License / Advanced certification.  You can require that users upload a copy of the card when creating the license also.
  • Resource Types – Resources can be uploaded into the portal.  This will configure the categories that are available.  Ie “Policies”, “Job Descriptions”, “Equipment Documentation”.
  • Skill Types – Skills are any currency that you want to track that is not a “Class”, “License / Advanced Certification”, or “Con-Ed”.  Ie “Static Intubation”, “LP15 checkoff”, “PPD”, “TB Fit Test”, etc.  Skills are entered by the user.  Unlike Licenses/Adv Certifications and Classes, Skills have a quantity and a time frame (ie 3 Every 90 days).
  • User Roles – User roles hold the requirements that are needed for each user.  Requirements for each user role can include Licenses/Advanced Certifications, Classes and Skills.  Users can have multiple user roles (ie Paramedic and Orientation). This allows you to set one set of requirements for all users that “Paramedics” and additional requirements above and beyond for the “Orientation”. Once the user completes orientation, you can remove this user role from the users profile. Another usage could be for “Crew Chiefs”. You only need to create different user roles if the requirements are different for one group to the next.  By editing the user role, you can require that users have one or more Licenses / Advanced certifications, Classes and/or Skills. The users’ profile will be assigned a Green, Yellow, or Red color depending on it each of requirements is met. ie: User Role “Paramedic” must have EMT-P license, ACLS class, BLS class and PPD skill.

 

To begin using the Education portal, you should configure the following items in order:

  1. Add Licenses / Advanced Certifications – Any License or Advanced Certification that users are required to have to work in your service (ie EMT-B, EMT-P, RN).
  2. Add Class Types – Every class that your service requires one or more users to have. This is typically the cookie cutter ACLS, BLS, PALS, etc. You can also include additional classes that users might have in order to have a comprehensive listing of users’ classes.
  3. Add Skill Types -Skills are both actual skills (ie Manakin Intubation) and also the miscellaneous category. This is also a good place to put other requirements such as a PPD test, hearing test, TB mask check, LP15 simulation.
  4. Add Requirements – Add the requirements for each User Role.
  5. Assign Users To Each User Role – Edit each user in your service and assign each user one or more User Roles by editing each user’s profile.

 

User Role Requirements (Advanced) / Grouping Statements:

User roles typically would include all requirements but your service may have several classes that meet the requirement.  The education portal calls this a “Grouping Statement“.  (ie Users must have a trauma course.  This could be either ITLS, or BTLS, or TNCC).  The user needs one of these but not all.  Each requirement will be aliased with a $ and a letter (ie $A or $B).  You are able to make the Requirements using the class alias (ie $A) and the words “AND” and “OR” and parenthesis.

To Create A Grouping Statement:

  1. Click “Features” -> “System Configuration“.
  2. Click “User Roles“.
  3. Select the user role you want to edit.
  4. Add at least two Class Requirements (ie ITLS and BTLS).  If the options you want have not been added, add these through System Configuration -> Class Types.
  5. Click “Advanced – Create Grouping“.
  6. Each class will have a “$” and a Letter assigned.  The first class added is “$A”, second is “$B”.
  7. Click “Auto Generate Grouping” to create the Grouping Statement of “$A AND $B”.  If you have added multiple classes, you will see additional items.
  8. Modify the Grouping Statement to “($A OR $B)”.  This will require the user have EITHER $A class or $B class.  You can extend the statement to any variety of choices.  See examples below.
  9. Click “Update Requirement Grouping” to save changes.

($A AND $B) OR $C       Users must have both $A AND $B  or the users can have only $C.
(($A OR $B OR $C) And $D) OR $E    Users must have $A or $B or $B AND also $D.  If users have $E then this will also pass.
($A AND $B) OR ($C AND $D) OR $E  Users must have either ($A AND $B) or ($C AND $D) Or Just $E.

NOTE:  You must only use the aliases provided and the words “AND” and “OR”.  Do not put any additional information or letters.  Modify the examples listed very carefully. If the scheduler generates an error, let BGS know to correct.

 

Con-Ed:

Continuing Education can be added to the Education portal.  This resource allows you up to upload documents, provide quizzes to users, and generate a certificate of completion.

To create a new Con-Ed:

  1. Click on “Education Admin” -> “Create New Con-Ed“.
  2. Fill out the Education Title, Description, and Optional Certificate Message.
  3. If the Con-Ed will be open to users for a specific date range, (ie monthly coned or a specific set of dates) leave Supplemental Education Un-Checked.  Clicking Supplemental Education will allow the con-ed to be viewed forever.
  4. Enter the Date Education Opens & Closes (if not Supplemental Education).
  5. If the Education is specific to one or more User Roles (ie Paramedics Only, or Orientation Only), click “Select User Roles” to enable only the selected user roles to view the education.
  6. Click “Create Education“.
  7. The page will save and open additional details.
  8. To Con-Ed details or Assign Continuing Education hours to the Con-Ed, click “Edit Continuing Education“.
  9. If a specific user is creating the con-ed, they can be assigned as a “Contributor” by clicking “Edit Contributors” button.  This will show the user as a resource for any questions on the content and also show in the user’s Education Report as an event they taught.
  10. Next, click “Upload File” or “Add Website Link“.
  11. You can attach files up to 20 megabytes to each Con-Ed.  If the attachment is > 20 mb, you will need to create two files.
  12. Once a file is uploaded the file is rename to prevent conflicts.  You can rename the file if desired by clicking the edit icon next to the file.  You can also delete a file by clicking the delete icon next to the file.
  13. To Create a quiz, click “Create A New Quiz“.
  14. The Quiz details will load and click “Edit Quiz Demographics” to edit the quiz title, set the number of attempts allowed, and assign the amount of time a user has for completion.
  15. Enter each question and be sure to select the “# Of Choices” and also mark the correct “Selected Answer“.
  16. As you complete each question, click “Add Question” to save and move to the next question.
  17. Each quiz will automatically randomize the questions and randomize the choices.
  18. Once all questions have been created, click “Return To _____ Con Ed” in the top left.

When a user has viewed all files, and passed all quizzes, they will be able to generate a certificate of completion.  Once a certificate has been generated for the user, the certificate will be always available in the user’s Education Document tree or by re-generating the certificate in the Con Ed page.

If a user fails all of their quiz attempts, you are able to reset their attempts by clicking the trash can icon next to the name in the Quiz Attempts section.

 

Licenses / Advanced Certifications:

Licenses and Advanced Certifications are entered by each user.  The License Types setup allows you to require specific type require the user to upload a copy of their license.  Admin can also create Licenses and Advanced Certification by locating the user’s profile and creating a new License / Advanced Certification user’s profile tab.  Users can not create License types so try to create as many types as needed for your service in the “System Configuration” -> “License / Advanced Certification” types.

 

Classes:

Classes are scheduled education with an instructor.  To create a new class, first ensure you have created the class type in the “System Configuration” -> “Class Types” section.

  1. Click “Education Admin” -> “Create New Class“.
  2. Select the Class Type, Class Start Date, Class Times, and Class Location.
  3. Click “Create Class“.
  4. The class instance will be created and you can now enter the Class Maximum Participants, Allow Users to Self Sign Up and Class Notes.  Self sign up all allow users to sign up for the class.  Most of the time, this will be yes.  However, if the instructor is checking users off when the user is on shift, this may be a time that you do not want users to sign up, but rather have the instructor just add the users once it is completed.
  5. The Class Notes section can be a good reminder about being on time for the class and/or “…the pre-test is required prior to attending…” etc.
  6. Click “Update Class“.
  7. If any files or website links are needed, those can be added from the “Class Files & Links” section.  A good example is a copy of a pre-test.
  8. Assign Instructors to the class by clicking “Assign Instructors“.  This will give the instructor credit in their education report for teaching the class and also allows students to contact the instructor should any issues occur prior to the class.
  9. If you want to assign students to the class, click “Assign Additional Users” link.  If the class is Self-Signup, then users are allowed to sign up on their own from the Education -> Find A Class menu.
  10. When a user signs up or cancels from a class, the time and date is recorded.  Also, if an Admin user signs up a user or cancels a user, this time is also recorded.
  11. A Roster can be printed just prior to teaching the class with the names of all users signed up.
  12. Once the class date has occurred, the button to “Complete Class” will activate.  The class instructor must complete the class to give users credit that both attended and passed the class.
  13. Once the class has been completed, the instructors or the user can upload their cards into the class.  The class will always remain available for users to scan the cards in.  

 

Other Education Components:

The education portal has several other features that may be useful to you

  • Resources  – Resources allows you to upload files for general viewing.  (ie Protocols or Course Information flyers)
  • Other Education – Users are able to document education they obtain outside of you agency.  These do not count towards their User Requirements.
  • Education Document Tree – Quick access to a user’s uploaded copies of Licenses / Advanced Certifications, Classes and certificates generated.
  • Request Class Reciprocity – If a user takes a Class that your service requires, the user can upload a copy of their card in this section.  Once the item is approved, this will create a class for the user in the education portal and the user will now have credit towards their requirements.
  • Back Load Classes – Administrative staff can use the Back Load Classes feature to quickly create classes for one or more users.  This is used only to import existing user classes.

 

See Also:

Education Portal – Users’ Guide

 

 

Import Users’ Leave Balances – New World Integration

BGS Scheduler will import information from a variety of county finance systems including New World.

To Import User’s Leave Balances from New World into BGS Scheduler:

  1. Run Or Request the “EMPLOYEE ACCRUALS YTD REPORT” from New World.
  2. Save this file as a XLSX.  (Not PDF,Excel, Html etc).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “New World – Import Leave Balances“.
  5. Click “Step 1 – Upload New World Report “EMPLOYEE ACCRUALS YTD REPORT” (XLSX File).”
  6. Select the report you saved from New World in step 1 and Drag-And-Drop or Click Upload File
  7. From the New World report, locate the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Holiday hours will not be removed as they are not affected by the New World Import.

Import Users’ Leave Balances – Munis Integration

BGS Scheduler will import information from a variety of county finance systems including Munis.

To Import User’s Leave Balances from Munis into BGS Scheduler:

  1. Run Or Request the “EMPLOYEE ACCRUALS YTD REPORT” from Munis. (Tyler Dashboard -> Tyler Menu -> Employee Accruals Report -> YTD Balance)
  2. Save this file as a TEXT or txt file.  (Not PDF,Excel, Html etc).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “Munis – Import Leave Balances“.
  5. Click “Step 1 – Upload Munis Report EMPLOYEE ACCRUALS YTD REPORT“.
  6. Select the report you saved from Munis in step 1 and Drag-And-Drop or Click Upload File
  7. From the Munis report, locate the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the Munis report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Holiday Time and Other hours will not be removed as they are not affected by the Munis Import.

 

Import Users’ Leave Balances – eSuites Integration

BGS Scheduler will import information from a variety of county finance systems including Tyler Technology – eSuites.

 

To Import User’s Leave Balances from eSuites into BGS Scheduler:

  1. Run Or Request the “Accrual Balance Report” from eSuites.
  2. Save this file as an Excel worksheet (Not Html or CSV).
  3. In BGS Scheduler, Select “Features” and click on  “Import/Export Data“.
  4. Click “E-Suites – Import Leave Balances“.
  5. Click “Step 1 – Upload E-Suites Report Accrual Balance Report“.
  6. Select the report you saved from E-Suites in step 1 and Drag-And-Drop or Click Upload File
  7. From the eSuites report, find the “As Of Date” or “Effective Date” from the report.  Enter this into the field “Enter The Accrual Balance Report As Of Date / Effective Date:“.
  8. Click “Update Report As Of Date“.
  9. Verify that each user is matched from the E-Suites report to the BGS Employee Id.  If a user is not found, a red box will appear next to that user’s name.  You can edit the User’s profile and update their “Employee Id” field to correct any inconsistencies.
  10. Once all users have been matched, click “Complete Data Import“.

 

Note:  When using a leave balance import, User’s prior leave balance transactions will be removed.  The leave request will not be effected.  The transactions are removed to prevent confusion and conflicts.  Once the import is completed, adjustments will be made for future months already created, Pending or Approve time off requests and Partial Shift Swap where the user is on leave during the swap.

 

Note: Comp Time, Petty Time and Other hours will not be removed as they are not affected by the eSuites Import.

 

Additional Information:

Tyler Technlogies – eSuites

 

Assign Supervisors

Assigning Supervisors to a user allows access for the Supervisor to Edit User’s Profiles (Excluding time off and Permissions) and to Approve & Deny user requests for Time Off Request & Shift Swaps.

 

Users can have multiple supervisors and this information will appear on the Users’ Home page.

 

 

To Assign/Edit A Supervisor:

Supervisors are assigned through the System Configuration menu.  This is done to ensure that only the highest level access users can change Supervisor assignment due to the inherited permissions this will give the Supervisors.  Read Step #7 as this will save you a lot of time when selecting MANY users.

1.) Click on “System Configuration“.

2.) Click on “Supervisors“.

3.) If the Supervisor is already shown in the left hand side, click on the Supervisor’s name.  If not you can create a new Supervisor by clicking “Create New Supervisor”.

4.) A list of all active users will appear.  The subordinates for the supervisor will be selected in this list.

5.) Hold down the CONTROL key on the keyboard, and click each subordinates name.

6.) If you do not hold the CONTROL key, all prior selections will be removed.  If you do this in error, simply click the Supervisor’s name from the left hand side again to re-load the list of subordinates.

7.) If you want to select a list of users (ie ALL or Most Users), Click on the first subordinates name to select that user.  Then HOLD the the SHIFT key while you click on the LAST subordinates name in the list. This will select all users from the first user you clicked to the last user you clicked.

8.) You can also combine Steps 6 & 7.  Ie Select all users with Step 7 and then use Step 6 (Hold Control) to De-Select the users you do not want in the list.

9.) Once all users have been selected click “Update Subordinate“.

 

 

To Remove All Subordinates From Supervisor / Make Supervisor Not A Supervisor Any More:

1.) Click on “System Configuration“.

2.) Click on “Supervisors“.

3.) Click on the Supervisor’s Name on the left hand side.

4.) Click “Edit Subordinates“.

5.) Click “Remove All Subordinates“.

6.) Click “Confirm Remove All Subordinates“.

 

Active 911 Integration

The Scheduler integrates with Active 911 to provide an additional method to notify users or information.

 

Configuration Of Active 911 System Email Address:

1.) Your agency has an Active 911 Email address that you will need.  Login to Active 911 and obtain your Agency Email Address.

2.) Click on “Features” -> “System Configuration” -> “Active 911 Configuration“.

3.) Click on “Active 911 System Email Address” and paste you Active 911 Agency Email Address and click “Update“.  The format will be “####_lettersAndNumbers@alert.active911.com”.

 

 

Configuration Of Active 911 Groups:

Active 911 uses “Groups” that you can configure the users of each group.  Click on the “Groups” tab in Active 911 and notice the TWO LETTER code next to each group you have created.  The Scheduler will use these Group Codes to send notifications to your staff.

1.) Click on “Features” -> “System Configuration” -> “Active 911 Configuration“.

2.) Click on “Active 911 Groups“.

3.) Click on “Create New Active 911 Group“.

4.) Enter the “Group Code“.

5.) NOTE:  If you leave the Group Code blank, all users from Active 911 will be included.

6.) Enter the “Group Name“.  This does not have to match the group name in Active 911 but it most likely should for consistency.

7.) Click “Create Active 911 Group“.

 

Usage Of Active 911 System:

1.) Click on “Features” -> “Email / Paging System“.

2.) Click on “Compose A New Message“.

3.) Select “Filter Recipient List By” -> “Active 911 Groups“.

4.) Select the Group name from the “Available Recipients“.

5.) Click “Add (1) Selected User“.

6.) Finish composing your message and click “Send“.

 

Additional Resources:

Document Late Call / Early Shift

Shift Hours Change Request

 

If your agency is not using Duty Time In/Time Out then users will need to document when begin work early and leave work late.  This can be done by calling an Administrator to adjust their event but users can also document this with the scheduler and be notified once the Shift Change Hours Request has been approved or denied.

 

Request Shift Hours Change:

Note:  This feature only applies to agencies that are not using Time Stamp In/Out Feature.

1.) Click “Scheduling” -> “Time Stamps & Time Cards“.

2.) Click “Request Shift Hours Change (ie Late Call)“.

3.) Select the event from the Select Event Date dropdown.

4.) The scheduler will populate the Starting Time and Number Of Hours automatically.

5.) Adjust the “Starting Time” and “Number Of Hours“.

6.) Review the Event Hours Summary to make sure your hours are correct.

7.) Enter a reason for changing your hours in the “Reason For Requesting Shift Hours Change“.

8.) Click “Submit Shift Hours Change“.

You can check on the status of your Shift Hours Change by selecting Review Your Shift Hours Change Requests at any time.

The approving person of your request may choose to notify you via email when a decision is made regarding the request.

 

Approve / Deny Shift Hours Change: (ADMIN)

Note:  This feature only applies to agencies that are not using Time Stamp In/Out Feature.

1.) Click “Scheduling Admin” -> “Review Shift Hours Change Requests“.

2.) Select the request by clicking on the event in the table.  Adjust the “Search Type” and Date filters if request is not found.

3.) A popup will appear with the request details and the option to “Approve” or “Deny” the request.

4.) Once the status has been changed, two buttons will be shown to Save Changes or Save Changes and Notify User.

5.) The Scheduler will adjust the Event to the correct starting time and number of hours if Approved.

Once a Shift Hours Change Request is approved, the Shift Change Request can not be modified.  Any changes to the user’s event must be manually edited from the Edit Schedule page.

 

 

Modify An Approved Time Off Request

Modify An Approved Time Off Request

Once a leave request has been approved, it may be necessary to make changes to the hours type (sick, vacation, comp, etc) or the leave category.  There are two ways to locate the Time Off Request:

 

Method 1 (Review Time Off Request Menu):

1.) Click on “Scheduling Admin” -> “Review Time Off Requests“.

2.) Select “Approved Requests” from the Filter.

3.) Click on the Leave Request to open the edit details view.

4.) Change the “Time Off Status” to “Pending“.

5.) Click “Reset To Pending Time Off Request..“.

Note:  This will send a notification to the user that the request is being modified.

6.) Re-Open the details view for the Leave Request by clicking on the Leave Request as you did before.

7.) Notice this time the “Modify Hours” button is enabled.

8.) Click the “Modify Hours” button and adjust the hours as needed.

9.) Once the editing is completed, be sure to re-approve the Leave Request.

 

Method 2 (Edit Today’s Schedule View):

1.) Click on “Scheduling Admin” -> “Edit Today’s Schedule“.

2.) Navigate to the correct date using the Day Advance, Shift Advance Or Click the calendar to jump to the date.

3.) Open the “Leave Requests” accordion on the right.

4.) Double click on the Leave Request to open the edit details view.

 

5.) Change the “Time Off Status” to “Pending“.

6.) “Reset To Pending Time Off Request..“.

Note:  This will send a notification to the user that the request is being modified.

7.) Re-Open the details view for the Leave Request by clicking on the Leave Request as you did before.

8.) Notice this time the “Modify Hours” button is enabled.

9.) Click the “Modify Hours” button and adjust the hours as needed.

10.) Once the editing is completed, be sure to re-approve the Leave Request.

 

 

 

 

If the Leave Request is no longer needed:

If the Leave Request is no longer needed by the user or Admin needs to Deny the request, this can be done by following the same procedure above and Un-Approve the leave request back to “Pending” status.  Once the Leave Request is Pending, the leave can be set to “Denied” and this will complete the process.  Any Leave Hours deducted from the user will be returned and the user notified of the change.

 

Permissions

Permissions are given to each user individually.  The User Role(s) for the user do not influence or change the permissions.  There are seven (7) permission types available and a special Supervisor permission:

  • SysOp
  • Super User
  • User Administrator
  • Schedule Administrator
  • Edit Leave Balances
  • Edit Other Users’s Time Stamps
  • Edit Their OWN Time Stamps
  • Supervisor (Granted automatically if user is a supervisor for another user)

 

Sysop:

This permission will allow the user full access to each section of the scheduler include System Configuration.  The Sysop access will automatically give the user each of the other six (6) permission levels. Setting This Permission Will Enabled Editing All Features/Units/Users/Time Stamps etc.  This is the only permission that will allow editing of your System Configuration.  (IE Director and Senior Management)

 

Super User:

This permission will allow the user full access to each section of the scheduler except for System Configuration.  The Super User access will automatically give the user each of the other six (6) permission levels. Setting This Permission Will Enabled Editing All Features/Units/Users/Time Stamps etc.  (IE Senior Management)

 

User Administrator:

This permission will allow the user to edit any user in the system.  The user will not be able change another user’s permissions, change leave balance amounts, or swap to another user’s profile. (IE Admin staff to Create and Edit Users)

 

Schedule Administrator:

This permission will allow the user to edit the scheduled events.  The user will not be able change another user’s permissions, change leave balance amounts, or swap to another user’s profile. This user is able to Create/Delete/Publish the main calendar.  (IE Person dedicated to the schedule)

 

Edit Leave Balances:

This permission will allow the user to edit User’s accumulated Leave Balances and the amount of Leave accrued per Month/Pay Period.  Leave Balances are editable on User View page, accruals are inside the Edit User page.

 

Edit Other Users’s Time Stamps:

This permission will allow the user to edit Time Stamps (Clock In/Outs) for any user other than their own.

 

Edit Their OWN Time Stamps:

This permission will allow the user to edit Time Stamps (Clock In/Outs) for any user including their own.

 

Supervisor (Special):

This permission is automatically given to users that are assigned Supervisor over another user.  This user will be able to edit their subordinates user profiles and full calendar edit access.  This permission does not allow for Editing of Leave Balances, Leave Accrual, Swapping to another user’s profile, or changing Permissions.

 

 

How To Change A User’s Permissions:

  1. Click on “Features” -> “Users“.
  2. Select the User.
  3. Click “Edit User” in the top right hand corner.
  4. Click on the “Permissions” tab.
  5. Adjust Permissions as needed.
  6. Click “Update User’s Profile“.

Open Shift Details

The Open Shift Details page shows upcoming events that are not assigned to any user.  The Open Shifts can be created if no user is assigned to a unit with the Required Coverage flag, or when a user’s Leave Request is approved and the schedule is created.

Click on the button “Edit Date” to go to each day and drag a user from the Available Staff menu to the unit with an open shift.

 

See Also -> Schedule Editing.

Calendar Creation

Calendars are created monthly.  Creating a calendar will assign users to their assigned unit for the entire month and process Leave Requests & Shift Swaps.

Click on “Scheduling Admin” -> “Scheduling Admin Menu” -> “Create Calendar“.

Note:  Creating a calendar will assign users to units, process Leave Requests & Shift Swaps.  The calendar will not be shown to non-admin users until you “Publish” the calendar.  This includes the Google Calendar Sync feature.

Note:  Notifications will be shown to let you know if there are any items you may want to address before proceeding.  These items are suggested to be corrected but are not required.

 

Once you are ready to proceed, click “Step 4.) Review User’s Unit Assignments & Create Calendar“.

Next, review the ABC(D) based units and the assigned staff.  This is the recommended place to change users from one unit to another.  (ie User 1 will be moved from M21-1 to M21-2 and User 2 will be moved from M21-2 to M21-1).

Units that do not have a user assigned are are not marked as “Required Coverage” will be hidden.  To see the hidden units, click “Show Hidden Units“.

Next, click on Daily Based Units header to review the users assigned to units with Daily Staffing model (ie Admin Monday-Friday units)

Next, click on Pattern Based Units header to review the users assigned to units with Pattern Staffing model (ie Non-ABCD based units)

 

If your agency does not use A Shift, then B Shift, then C Shift (and optional D Shift), the patterns allow you to configure any pattern you like.  If your agency does not use Pattern based unit staffing, skip to the next header.

Notice that this unit uses a pattern of “1000”.  Each digit in the pattern represents a day.  Since this pattern has 4 digits, this particular unit pattern will repeat every 4 days.  The first day of the pattern, the user will work since the digit is a 1.  The next three days the user will be off since the digit is a 0.

This configuration allows you to set the pattern start for each user.  For example, Users starting on 9/5/2016 will work 9/5, and be off 9/6, 9/7, and 9/8.  Then work again on 9/9/2016.

The User’s Start date is only one date where the pattern is applied.  Since there are 4 days in the pattern, any date that the pattern begins will be correct.  Typically your agency will have a few dates that will work for nearly every unit.  This only applies to situations where your ABC(D) shifts are not in order (ie A shift today, tomorrow is B, then C, then [optionally] D).

Don’t worry too much about the setup of the units as BGS will configure this for you.

Notice the “User Alias” column.  This provides an easy resource to associate any pattern start date back to a simple A,B,C,D type alias for your sanity.

 

Next, review the “Full Time Users Not Utilized” and ensure that if any users are present, they are supposed to not have a unit assignment.

 

Once you have verified all users and made any changes, click “Update Unit Assignments“.

 

Depending on your system configuration, some or all of these options will occur.  Once all steps have completed, you will be redirected back to the Schedule Admin Menu to begin assigning users to cover Approved Leave Requests.

 

Next, click on “Open Shift Details” to assign Available Users to open events created by approved Leave Requests.

 

Note: Don’t forget to Publish the calendar for Non-Admin staff to see their schedule.

 

Also See -> Schedule Editing.

 

Schedule Admin Menu

The Schedule Admin Menu is your resource for Creating, Publishing and Monitoring your schedule.

Click on “Scheduling Admin” -> “Schedule Admin Menu“.

  • Create Calendar will guide you through creating the monthly calendar and award leave hours to full time staff.
  • Publish Calendar will allow non-admin users to see the calendar events and begin the Google Calendar Sync.
  • Rollback Calendar will delete the calendar created, and remove leave hours awarded to full time staff.
  • Calendar Summary shows the several statistics for the upcoming months.
  • Edit Schedule will direct you to the Schedule Editing page.
  • Open Shift Details shows you all upcoming Open Positions that need coverage.
  • Mass Modify Schedule will allow you to change events over a date range.  (ie User goes out on FMLA for the rest of the month).
  • Time Off Exclusion Dates allows you to prevent users from submitting future Leave Requests on specific dates.
  • Create Shift Bid will guide you through creating a bid for an open event.  Bids can be a first-come-first-serve or a sequential list one-at-a-time.
  • Mass Update Leave Balances allows you to adjust all users’ leave balances at one time to match the county HR system.

Schedule Editing

Once the monthly calendar is made, you will need to cover all leave requests with available personnel, ensure required units are covered and review over time accruals.

 

Click on “Scheduling Admin” -> “Edit Today’s Schedule

Let’s review each piece of the edit schedule page.

  • Navigation Bar

At the top of the page is the navigation header.  In the center you will see the day you are editing and the associated shift letter.  To the right of the shift letter is a calendar icon .  Click on this icon to jump to another date.  You can also enter the date into the browser url bar .

To the left of the date are a series of icons.

The first icon is Expand Bases icon.  Each Base contains all the units assigned to organize units easier.  ie Station 2 has units “M21” & “M22”.  The next icon is the Collapse Bases icon.  This will hide all units in each Station.  The middle icon is the Add New Event icon.  Use this button to create a new event on the schedule.  The next icon is the Email For Coverage icon.  Click to notify staff that an event needs coverage (You can select which users on the notify page).  The last icon is the Refresh Schedule icon.  This will reload all the resources on the page.  It is faster to reload the resources rather than reload the entire page.

 

To the right of the date are the quick navigation icons. 

The first icon will return you to today’s schedule.  If you are already on today’s schedule, then this icon will not be shown.  The remaining icons will move the schedule editor ahead or back one Shift or Day.

 

  • Bases & Units

On the left side of the editor, you will see each Base and the units that are assigned to Base.  Note that each base can be expanded or collapsed with the icon next to the base name.  Station 1 is collapsed and can be expanded by clicking on the expand carrot.

Under each Station, the units at that station will be shown (ie M31-1) along with the normal times the unit operates.  The user(s) working the event is shown below the unit name.  If there are any notes from supervisors or users, these will be shown as a black comment balloon.  The Comments can be seen by hovering over the comment balloon.  Notice that two users are working on unit M31 0700-1900 and 1900-0700.

 

To Add An Event, you can click on the add icon in the top navigation bar or double click on the unit nameThe popup will ask for the unit and the user to work the event.  If you double-clicked on the unit name to create the event, then the unit will be automatically selected for you.  Select the user to work the event or leave it as an Open Position.  Once you click “Create Event” the remaining event details (Times, notes etc) will be shown.

 

To Move User From One Event To Another, drag and drop the User’s name from one unit to the top of the second unit.  You will notice a small cursor while dragging the user and this must be on a unit, not another user name.

 

To Edit A User Or Open Position, right click on the user’s name to show the options menu.

Edit Event will open the edit event dialog where comments, times, date, etc can be changed.

Duplicate Event will create a new event with the same user, times, date, unit that may be useful when doing complicated edits (ie User 1 is working 24 hours but needs 1pm-3pm off for doctor visit).

Delete Event will delete the event from the schedule (after confirmation)

Move User To Leave will collect information from you for the number of hours of leave, leave hours type (ie sick) and automatically approve the leave request.  This will also allow you to create an open position for another user to cover the event.

Email User Event Information will notify the user via email or messenger app of the event date, time, and other details.

Email User (Free Text/Custom) will open the notification creator and allow you to add a custom message (ie I needed to move you to Station 1 because another user was sick).

View User Profile will open the user’s full profile for contact information and other details.

View User’s Schedule will show you the events the user is working in the vicinity of this event.

 

  • Coverage Check

The Coverage check is in a collapsible menu along with Leave Requests, Available Staff, and Supervisor’s Daily Log.  If this area is collapsed, click the title bar to show the details.  The coverage check will verify that each unit is staffed correctly.  If possible, a suggestion fix will be automatically calculated and shown as “Quick Fix“.  Clicking on the “Quick Fix” will perform the event modification and reload the schedule.  If you want to see the error detected, click on the unit name (ie M11-1) to expand this portion of your Bases tree.

 

  • Leave Requests

Just below the Coverage Check menu you will see the Leave Requests menu.  Each leave request for this date will be shown along with the Hours, Leave Request Status, Category and Hours Type.  The Leave category are custom categories that your agency defines and may assist with Time Cards and the leave request approval process.  The hours type is the hours balance the user will be using to cover the hours (ie Sick, Vacation, etc).

At the bottom of the Leave Request, there is a toggle to prevent Further Time Off Requests for this date.  This will add a Time Off Exclusion to this date and prevent new time off requests from being submitted.

 

To Edit A Leave Request, double click on the user’s name to open the edit dialog.

The details of the leave request are shown along with additional information that may assist you with the leave approval process.  Notice that this Leave Request has already been approved.  Leave requests will typically be approved from the “Scheduling Admin” -> “Review Time Off Requests” but can also be approved on the schedule editor.

Since this Leave request is already approved, the leave request must be changed to “Pending Approval” for editing of times, leave category, and hours type.  Next, click “Reset To Pending Time Off Request & Notify User” button.  The Leave Request is now back in “Pending Status” and you the “Modify Hours” button is visible.

 

Once the changes are made, set the “Time Off Status” to “Approved” to update the Leave Request and notify the user of the changes.

 

  • Available Staff

Below the Leave Requests menu, you will see all available staff. Both full time and part time staff can submit availability for extra shifts.  Users are ordered by the percentage of available events used compared with the total number of available shifts submitted.  The less you have utilized the user, the higher the user will be in the table.  The (+1) in the Available hours section indicates that the availability spans into the following day.  The Hours column contains the total Scheduled hours the user is assigned to work this Week, this Month, and this YTD.  The Shifts columns contains the number of events the user is Used on this month, number of availability events submitted for the month and the utilization percentage.

 

To Use Available Staff, click and drag the user’s name from the Available Staff section onto the unit that you want the user to be assigned.  You can not drag a user onto a Base or onto another User/Open Position, it must be to the UNIT name.

This method will remove the user from the Available Staff section.  If you manually edit an open event, the user will remain in the Available Staff which could lead to double staffing the user.  If an open position exists for a unit, you can drag the user over and then right click on the open event and delete the open event.  If you want to notify the user that they have been assigned to a unit, right click on the event and select “Email User Event Information“.

 

  • Supervisor’s Log

The Supervisor’s Log provides a resource for documenting events through out the day and information to pass onto following supervisors.  Staffing issues, vehicle issues and general information to be noted can be placed here.  No patient identifiers should be included.  Information here is only exposed to supervisor and above level access.

 

  • Event Details information

Click once on any event and the event details will be shown in the Event Information window.

 

  • User Information window

Click once on any user and the user information details will be shown in the User Information window.