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.

 

SMS Text Notifications And Two Way Commands

SMS & Text Notifications

The integrated SMS and Text platform allows you to receive notifications from the schedule to many different methods: Email, Sms, Active 911, & Android App.

The SMS system has two big advantages:

1.) Two Way Communication. When the scheduler sends a notification, you can reply back to the text notification and this will be routed back to the user even if the user is not using the SMS system.

2.) On-Demand commands.  You can send a text to the scheduler at any time and receive several different pieces of information.

  • Text “Help” to see a list of all commands.
  • Text “Schedule” to see your next 5 events (Shifts, Leave, and Classes).
  • Text “Open” to see the next 10 open shifts.
  • Text “Today” to see who is working today.
  • Text “Tomorrow” to see who is working tomorrow.

 

Configuring SMS

To setup SMS, use the follow steps:

 

 

 

 

  1. Click on your name in the top right corner to load your profile
  2. Click “Edit Your Profile”
  3. Click “Setup Sms/Text Notifications”
  4. Enter your 10 digit phone number and click “Send Verification Code”
  5. You will receive a 5 digit verification code
  6. Enter this into the box and click “Complete Enrollment”

You will see a welcome message and a list of all available commands

 

 

Once you have setup the SMS / Text feature, you may want to remove the Sms To Email feature from your profile to prevent duplication of notifications.  

To receive Education Certificates as an attachment, you must have a valid Email address since these can not be sent via Sms.

 

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”.

 

 

Recording Fire Department Training

The Training module allows you to record Training Topics that you have completed and record the Hours towards your yearly Quota.

First, let’s cover a little terminology:

  1. User Role – this is the group that you are in such as “Officer”, “Driver”, “Paramedic” etc.  If you have multiple user roles, then use the User Role select drop down to select which user role through out the web pages.
  2. Con-Ed Hours Type or Hours Type – This is the category of hours that a topic will award you with when completed.  Hours Types can include “Facilities”, “Company”, “Hazmat” etc.
  3. Quota – A quota is the amount of Con-Ed hours that you need per Year for your User Role.  Ie An “Officer” needs 192 “Company Hours” and 18 “Facilities” hours per year.

 

Next, let’s explore the Training Menu.

From the “Education” menu, select “My Training

The Training menu has 4 options from the left.  If you click on “My Training Progress“, you will see each hours type and your progress towards your yearly quota amount.  In this case, the user has 39 hours of the 192 required.  The progress bar shows that we are at 20% of this type.  If you have multiple user roles, you can change the User Role from the drop down next to “My Training Progress” where it shows “Officer” in the image above.

You can use the “Training Search” feature to review your past training including the topics performed, date of training and any additional details.

The “Training Quotas” feature will display a summary of all hours types that you need in a given year.

 

Next, let’s record a training completion.

From the “Education” menu, select “My Training

Click “Record New Training

Notice that there are three (3) tabs across the top: “Activity”, “Date / Location”, and Users (#)”.  Each of these tabs has required fields that we can quickly record details about this training.

  1. On the “Activity” tab, select the “Training Type
  2. You can use the optional “Filter Topics” to only show topics that award training hours of a specific type (ie “Company”)
  3. Select the “Training Topic” from the list of available items.  If a topic is missing, ensure you have the correct Training Type and the Filter Topics is left blank.  Some topics are only able to be recorded by Admin.  If a topic is missing, contact an Administrator to add the topic to your list
  4. Enter any notes about the training including what you did, and any methods used
  5. Select 1 or more Objectives from the “Objectives Completed
  6. Click on “Go To Date/Locations” or the “Date / Location” tab at the top
  7. Use the “Quick Set” button in the top right to pre-fill the Date and Location fields
  8. Review the Date, Times, Instructor and Location that the training was performed
  9. If you are not an Administrator, click “Record Training” button to complete the process
  10. If you are an Administrator, continue with the steps below
  11. Click “Go To Users” button or “Users (#)” tab at the top
  12. Use the “Filter Available Users” section to limit the “Available Users” in the middle.  If no filters are selected, all users will be shown.  Click and Drag a user from Available Users to the Selected Users section
  13. After all users have been selected, click “Finalize & Save

Once a training has been recorded, you will see the training summary page.  Record additional training as needed.  If a training is incorrect, click “Edit Training” to correct any problems.

 

 

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”.

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

 

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.

 

 

 

 

Truck Check Forms – Filling Out Truck Check Forms

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

 

Key Points:

  1. All information is saved real time.
  2. Truck Check forms are created for cell phone use to allow you to fill out the form at the unit.
  3. Your Administration may enable the ability to Copy the values from the prior completed form on to your form.
  4. Once all fields have been addressed, complete & lock out your form.
  5. Your Administration may allow you to edit your form, even after it is Completed / Locked out.

This guide will assist you with filling out a truck check off form.

  1. Click on “Features” -> “Truck Check Off” OR click “Truck Check Off” from the home page Quick Links section.
  2. Locate the form you want to fill out and click “Fill Out“.
  3. If you already have a Form In-Progress, a popup warning will indicate this.  You can have multiple forms open at once but it is not recommended.
  4. Enter the demographic fields that are enabled (ie Date, Shift, Unit/Vehicle).  These fields are required if enabled.
  5. The Notes and comments section may contain valuable information to assist you when filling out the form.
  6. If the “Copy Prior Form Values” button is shown, this will copy the most recent completed form’s values into yours. (See Image Below)
  7. Enter the information in each category and question as needed.
  8. Enter any comments or issues you have found in the lower “Comments” section.  This field may be dis-abled by your administration.
  9. If you need to leave the form before it is completed, all data will be automatically saved, and you can return to the form at a later time.
  10. Once all edits have been completed, click “Complete Form” to lock the form out.
  11. If the form was created in error, click “Delete Truck Check Form“.

Truck Check Off Form on Desktop Computer:

Truck Check Off Form on Mobile Browser:

 

Review the Supervisor’s Guide on creating and editing Truck Check Forms here.

 

Education Portal – Users’ Guide

The BGS Scheduler comes with the Education Portal.  The portal allows users to quickly know your requirements, document your skill currencies, sign up for classes, upload copies of cards, and run reports on on your 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 – Classes are students in a class with an instructor.  You can sign up for classes online and see who the instructor(s) are, class hours, location etc.  Once the class is completed, the instructor may upload your card to the class or you can upload your card.
  • Skills  – Any requirement that is not a class & not a License/Advanced Certification can be considered a Skill.  Ie PPD, Fit Test, manikin intubation, LP15 competency.  Skills are entered by the user at any time.
  • Other Education – Allow you to record education from outside providers but does not count to requirements.  Other education is only for your documentation of hours for re-certification purposes.
  • Resources – Policies, protocols, job descriptions etc can be uploaded and be readily available to users.
  • 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.

 

The home page shows you very quickly which requirements you are missing and links to help correct these items.

Upcoming Events:  Events or classes that you are currently signed up to attend.

 

Your First Items Expiring:  Your top requirements that are expiring earliest to latest.  If you have completed a License or Class but it has not been approved, this will show in “Pending Verification” column.  Click the item name to search for an upcoming class.

 

My Requirements: You may be assigned one or more user roles (ie Paramedic and Crew Chief).  The Requirements for each user role is listed.  These requirements may contain And/OR conditions.  (ie BTLS OR ITLS).  You can see your current Licenses / Advanced Certifications and Classes.  If you want to sign up for another class, click the link in the Next Available Class column.

Your skills are listed in the lower section.  Click on any skill to document additional skills and see details of prior skills

 

 

To Update Your Licenses / Advanced Certifications:

 

  1. Click on “Education” -> “My Licenses And Advanced Certifications“.
  2. Click “Create New License / Adv Certification“.
  3. Select “License / Advanced Certification Type“.  If the item is not in the list, contact your educator to add.
  4. Enter the “Date Obtained“.
  5. Some Licenses / Advanced Certifications may require you to upload a copy of the license.  If you the copy of license is not required, you can change Upload Document to “No”.  If not, you must upload the copy of the license now.
  6. Click “Create License / Advanced Certification”.  If you have selected to upload the document now, you will be re-directed to the upload section to complete the process.

 

To Update Your Existing Classes:

The scheduler requires that each class be created by an educator.  You can sign up for an upcoming class by clicking “Find Upcoming Classes” from the Home page -> Quick Links section.   Once you have signed up for the class, the instructor will complete the class and scan your card into the class.

 

If the class is not in the scheduler (ie You took a class not at your department or the class was not created in the scheduler already)

  1. Scan the card into your computer or take a picture of the card on your phone.  Must be image or PDF format.
  2. Click “Education” -> “Request Class Reciprocity“.
  3. Click “Create A Class Reciprocity Request“.
  4. Select the file / picture of your card by clicking on the “Drag & Drop files here or click to upload“.
  5. Once the upload completes, the document will load on the right hand side.
  6. Select the “Class Type” from the list.  If the class type is not listed, contact an educator to add the class type.
  7. Enter the “Class Date On Card“.
  8. Enter the “Class Location / Agency“.
  9. Click “Create Class Reciprocity“.
  10. Your request will be added to the verification queue for your educator to review.

 

To Sign Up For A Class:

  1. Click on “Education” -> “Find A Class“.
  2. You can filter the results by using the “Search Type”, “Class Type” and “Max Results” filters.
  3. Click on the class you want to sign up for.
  4. Review the class dates & location.
  5. Click “Sign Me Up For This Class“.

Once you have signed up for the class, the class will show on the home page section “Upcoming Events“. You can cancel your class sign-up by following the same steps as above and click “Cancel Me From This Class“.

Note:  Your agency may require that you cancel your class sign up several days or hours in advance.  The education portal records the time when you sign up and also when you remove yourself from a class.  Classes may have a limited number of seats so cancel your spot as soon as possible to allow others to sign up.

 

To Update Your Skills:

Skills are any requirement that is not a class (ie Instructors and students), and not a License / Advanced Certification.  This can be a true skill (ie Intubation, IV Start etc) or TB Fit test, PPD, etc.

  1. Click on “Education” -> “My Skills“.
  2. Click “Create / Document New Skill“.
  3. Select the “Skill Type” from the dropdown.
  4. Enter the “Skill Performed Date“.
  5. Enter the skill “Quantity“.
  6. Some skills may have attributes (ie Intubation may be Adult, Pediatric, or Neonatal).  If a skill type is listed, select one.  If you need to document an Intubation with Skill Adult and also a Skill Neonatal, then enter each skill separately.
  7. Click “Create Skill“.
  8. Some skills may require your educator to verify the skill.  This will be shown next to the skill name and these skills will be pending until approved.

 

Continuing Education:

The education portal also contains an online con-ed section.  Your educators may post con-ed for you to take when you have down time.  Con-Ed may only be available during a specific date range (ie Monthly con ed).  Once the Con-Ed closes, you will not be able to take the quizzes and complete the section.

  1. Click on “Education” -> “Con-Ed Courses (## Required)“.  Note the number next to the link is the number you have left to complete.
  2. Click on the Con-Ed in the table.
  3. If the Con-Ed contains Files & Links, click on each File or Link and review the information.
  4. Once all files have been viewed, click on “Take Quiz“.
  5. The quiz details will appear and click “Begin Quiz Attempt“.
  6. Once all questions have been answered, click “Complete & Grade Quiz“.
  7. Click “Confirm End Quiz“.
  8. Review the quiz results and click “Return to Con Ed“.
  9. Once all quizzes have be passed, click “View Certificate“.

The certificate can be saved, printed or emailed.  Once the certificate has been generated, it will always be available in “My Education Documents”.

 

My Education Documents:

My Education Documents holds all of your documents for quick access.  If you uploaded a copy of your license card or class card, these will be available here.  If you generated a Con-Ed certificate, these will also be available here.

  1. Click on “Education” -> “My Education Documents”.
  2. Expand the document tree to see the collapsed sections.
  3. Locate the item you want to view and click on the item.
  4. If the item is missing a document, you can create a new License and upload the document, or go back into the completed class and click “Upload Student Card” or go back into the con-ed item and click “View Certificate”.

 

Resources:

The resources section allows your educator to upload resources.  Resources can include policies, protocols, course offerings/flyers, etc.

  1. Click on “Education” -> “Resources“.
  2. Select the resource type from the drop down.
  3. Click on the item to review.

 

 

See Also: Education Portal – Supervisor’s Guide & Setup Instructions

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

 

 

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.

 

 

Troubleshooting

The scheduler is designed to work best with Google Chrome browser.  If you are experiencing issues, please try this browser since it will automatically update to the latest standards.

 

Many issues can be corrected by forcing your browser to reload the latest version of the scheduler.  Your browser will cache (save) pages on your device to speed up page views.  This can have problems over time and can be easily remedied with the steps below:

 

Android Devices:

  1. Menu
  2. Settings
  3. Privacy
  4. Clear Browsing Data.
  5. Check “Cache” and press “CLEAR”.

 

IOS Devices:

  1. Open the Settings app, and scroll down to the fifth group of options (with Mail at the top). Tap Safari.
  2. Scroll down again and tap “Clear History and Website Data”.
  3. Tap “Clear History and Data”.

 

Google Chrome/Safari/Internet Explorer (SIMPLE):

  1. Hold the “SHIFT” key on the keyboard and press the “F5” key.

 

Google Chrome (Advanced):

  1. Open Chrome.
  2. On your browser toolbar, tap More .
  3. Tap History, and then tap Clear browsing data.
  4. Under “Clear browsing data,” select the checkboxes for Cookies and site data and Cached images and files.
  5. Use the menu at the top to select the amount of data that you want to delete. …
  6. Tap Clear browsing data.

 

Internet Explorer 9, 10 and 11 (Advanced):

  1. Select Tools (via the Gear Icon) > Safety > Delete browsing history…. …
  2. Make sure to un-check Preserve Favorites website data and check both Temporary Internet Files and Cookies then click Delete.

 

Safari 8.0 – 10.0 (Advanced):

  1. Click Safari in the upper left hand side of your screen. In the menu that appears, click Preferences.
  2. In the window that appears, click the Privacy tab. Click the button Remove All Website Data….
  3. Click Remove Now in the pop up window that appears.

 

 

User Requirements

Your agency will assign you to one or more User Roles.  User Roles define what requirements you need to operate effectively  with the agency.

 

 

When you login, your assigned User Roles are listed just under the “My Requirements” section.  This user is listed as a “Crew Chief”.  If you have multiple User Roles, they will be listed in addition.  Next to each User Role, the requirements will be shown.

There are 3 types of Requirements: Classes, Licenses& Advanced Certifications, and Skills.

  • Classes:   Classes are education that you attend at a designated location.  Classes often issue continuing education hours and will have an instructor.  (ie BLS, ACLS, PALS, ITLS)
  • Licenses & Advanced Certifications:  Licenses and Advanced Certifications are requirements that users must have to function in their User Role.  (ie EMT-P card, Driver’s License, CFRN).
  • Skills:  Skills are any activity that you need to document and you can perform at any time. (ie Intubation, Hearing Test, PPD Test).

 

Each user has a stoplight color of Red (Expired Items), Yellow (Soon to Expire), and Green (All Requirements Met).  You can determine your color by looking at the circle next to your name in the top right hand corner of any page.  You can also see the color next to “My Requirements” in the image is Yellow.  By looking at each requirement, you can see that PALS is expiring in 26 days.

 

The top table contains both Classes and Licenses & Advanced Certifications.  You can review each of your requirements by looking at the items that follow.  In the image above, the users’s PALS is set to be valid for 2 years and was last obtained on 4/9/2015.  Classes are automatically “Pushed” to the end of the month by default.  The user’s PALS class will expire on 4/30/2017.  Some classes (and skills) may require your training director to verify that you have completed the class,license, or skill and may required proof for user records.  If you see a date listed in the “Pending Verification” column, then this means you have submitted the update by your training department is awaiting verification.  The last column shows the next class that is available for you to take.  Classes may be scheduled with a maximum number of users so don’t wait to sign up.   Click on the link to review the class details and to sign up.

The bottom table contains your skills required.  Each skill will also have a color code to show Red (Expired Item), Yellow (Soon to Expire), and Green (Requirement Met).  You can document your skill at any time by clicking on the skill and then entering the date you performed the skill.  Skills may have attributes (ie Intubation may have attributes for Live Person, Static Manikin, Dynamic Simulator). Some skills may require your training director to verify that you have completed the skill and may required proof for user records.  If you see a number listed in the “Amount Pending” column, then this means you have submitted the update and your training department is awaiting verification.

 

The Con-Ed (Continuing Education) section is not required for your user role but will contain education you can review online.  Be sure to check this section frequently as Con-Ed may award Continuing Education hours and a certificate after you complete the quiz.

Linked User Profiles

If you work at multiple agencies that use the BGS scheduler, you can link your profiles together.  This will allow you to easily swap from one agency to another with out having to re-login each time.

To Link Your Profiles:

  1. Click on “Features” -> “Your Linked Profiles“.  If you see a number next to the link, this indicates how many profiles are already linked.
  2. On the left side, you will see the Agency Name and the user name.
  3. Click the button “Link Additional Profiles Together“.
  4. Enter your credentials and click “Sign In“.
  5. The profiles are now linked.

To Change Your Profile:

  1. Click on “Features” -> “Your Linked Profiles“.  If you see a number next to the link, this indicates how many profiles are already linked.
  2. On the left side, you will see the Agency Name and the user name.
  3. Click on the Agency and user name you want to change into.
  4. On the right side click the button “Change To This Profile“.

 

Shift Bids / Open Shifts

Shift Bids are a way to find coverage for an open scheduled event.  Rather than supervisors emailing users and being bombarded with multiple calls, texts, and emails in response, the Shift Bids allow you to reply quickly and efficiently.

 

Supervisors can create a Shift Bid using either “Immediate” option or “One At A Time“.  This is very important to you so that you know how quickly you need to respond.

  • Immediate” shift bid means the notification has gone out to many users at once.  The sooner you can respond to the bid via the scheduler bid menu, the better.
  • One At A Time” shift bid gives each user in a sequence ample time to respond.  If you do not respond to the bid, the next user in the list is notified.  Even after sequence has moved on to the next user, you can still respond.

Shift bid notifications will contain this information in addition to the date, times, location.

 

Once one or more responses are received, the supervisor will close the bid.  When the bid is closed, users will be notified that responded to the bid.  If you are awarded the event, you will receive a notification with the event details and also the event will sync to your Google Calendar.  If you did not win the bid, you will also receive a notification informing you.

BGS Messenger App (Android)

The “BGS Messenger” app for Android serves to provide users with a push notification when a notification occurs in the scheduler.  Any message sent from the scheduler will automatically be sent to any user with a registered device.

 

Features:

  • Any email message from the scheduler will automatically be sent to your device.
  • Ability to set your own notification sound when a message is received.
  • Retains history of messages received.

 

To Install The App:

  1. Search for “BGS Messenger” in the Google Play app store or click here.
  2. Once the app is installed, you will be directed to the login page for BGS.
  3. Enter your BGS credentials and click “Login“.
  4. All messages sent from the scheduler (excluding attachments) will be sent to the app and also your email.

 

Future Plans:

Stay tuned for updates to the app.  A few ideas include your upcoming events and ability to respond to Open Shift Bid requests.  The ability to turn off email notifications will be added also so that messages are not duplicated.

My Schedule

There are a variety of ways to review your schedule:

 

Home Page:

On the top left corner of the home page, you will see your upcoming scheduled shifts (events) and also scheduled classes.  Use the drop down to filter events if needed.

Today’s Schedule & Monthly View:

Click on “Schedule” -> “Today’s Schedule” or “Month View“.

Change the “Filter Type” to “My Schedule“.

Use the different views on the right (Month, Week, Day, List, and List #2) to review your scheduled shifts (events).

Google Calendar Sync:

The scheduler can automatically sync your scheduled shifts to your Google Calendar.  Click here to review the Google Calendar Sync setup.

 

 

Shift Swaps

Shift Swaps allow for one user to give away part, or all of their shift to another user.

There are two types of Shift Swaps:  “Shift For Shift” and “Partial Shift Swap“.

“Shift For Shift” is where User 1 works User 2’s shift and User 2 works Users 1 shift.  A “Partial Shift Swap” is where User 2 is covering part of all of User 1’s shift.  The assumption with partial shift swaps is that the user will pay the other user back but this can create overtime.  Your agency may use both or just one of the swap types.

 

Your agency may require that “Shift For Shift” events occur with in the same week.  This is done so that users do not accumulate excessive over time as a result of swapping.

Your agency may require that a “Partial Shift Swap” place you on Leave for the hours you are being covered for by User 2.

 

Note:  Shift swaps must be submitted after the calendar is created for that month the event occurs in.

 

To Create A “Shift For Shift” Swap:

  1. Click on “Scheduling” -> “Shift Swaps“.
  2. Select the “Swap Type” as “Shift For Shift“.
  3. Select “Your Shift” – The shift you do not want to work.
  4. Select “Person Swapping With You“.
  5. Select the second users’s shift you want to work.
  6. Click “Submit Shift Swap Request“.

 

To Create A “Partial Shift Swap”:

  1. Click on “Scheduling” -> “Shift Swaps“.
  2. Select the “Swap Type” as “Partial Shift Swap“.
  3. Select “Your Shift” – The shift you do not want to work.
  4. Select the “Starting Time” and “Number Of Hours” that you want User 2 to swap with you.
  5. Verify the hours are correct in the Partial Shift Swap Summary header.
  6. If your agency requires that you go on Leave during a Partial Shift Swap then select the Leave Category and Hours Type if required.
  7. Select “Person Swapping With You“.
  8. Click “Submit Shift Swap Request“.

 

Verify the information in your Swap Request carefully before completing the request.

After a Shift Swap is submitted, an email will be sent to the person you are requesting the swap with.  You are not able to cancel the request once the email has been sent to the second user.

 

Note:  If you have created the Swap Request incorrectly, contact the user covering you and ask them to Deny the request.

 

If you receive a Swap Request:

  1. Click on “Scheduling” -> “Shift Swaps“.
  2. Next to the “Shift Swaps” menu link, you will see the number of active swaps needing your approval.
  3. Scroll to “Your Swap Requests” and click the button “Respond” next to each request.
  4. Review the information carefully and click either “Accept Swap Request” or “Deny Swap Request“.
  5. Your response will send automatically generate an email to the user requesting the swap and notify you supervisor(s) for further approval.

 

Time Off Requests

Time Off Requests allow Full-Time staff to request off.

Your agency may require that Time Off Requests be submitted several days before the time off date.  This will be shown in green just under the “Create A New Time Off Request” header.  Your agency may also require that any Time Off Requests be entered before a specific day of the month so that all requests are submitted before creating the schedule.

 

If your agency uses the leave hours module, the Leave Category Types (ie Vacation/Fmla, etc) will be either “Deducting” or “Non-Deducting” type.  If a Leave Category Type is “Deducting“, this means that when you create the Time Off Request, the number of hours you are requesting off will be deducted from your leave hours balances.  You have several leave hours types:  Sick, Holiday, & Vacation.  Your agency may also have other leave hours types such as Comp, Time-For-Time, Manager Time, Petty Time and others.  If a Leave Category Type is “Non-Deducting“, the scheduler will not deduct from your leave balance amount.

 

When you create a Time Off Request, you must have the number of hours in your Leave Hours Balance in order to complete the Time Off Request.  If you want to select part of the hours from one Leave Hours Type  and part from another Leave Hours Type, you will need to create two Time Off Requests, one for each leave hours type.

 

If there is a special event occurring, holiday, or the maximum number of allowed employees are already off, Days may be excluded from being available in the Time Off Date list.

 

To Create A Time Off Request:

  1. Click on “Scheduling” -> “Time Off Requests“.
  2. Click on a Date from The “Time Off Date” list or from the Calendar on the right.
  3. If the date you selected is in the Time Off Exclusion list, the message will show in red next to the date and indicate why this date is not available for you to request off.
  4. If the date you are wanting off is not in the list of days to select from, this means your agency must have Time Off Requests submitted earlier and this date must be created by an Administrator.
  5. Select the “Starting Time” and “Number Of Hours“.
  6. Verify the hours are correct in the “Summary” header.
  7. If your agency does not use the Scheduler’s leave hours system, skip to #11.
  8. Select the “Leave Category Type” that most closely matches the reason you a requesting off.
  9. If the “Leave Category Type” ends with “[Non-Deducting]” then this leave category will not require you to select which leave hours type you will utilize for the hours off.
  10. Select the “Leave Hours Type” that you will use (ie Sick, Vacation, Holiday).
  11. Enter any “Notes” that you would like to include if needed.
  12. Click “Complete Leave Request“.

 

Once a time off request is submitted, the scheduler will send an email to your supervisor(s) to notify them of your request if the calendar has already been created for the month you are requesting off.

The scheduler will deduct the number of hours of the leave request from your balances.  If you delete the Time Off Request or your supervisor(s) deny the Time Off Request, your hours will be returned to you.

If you submit a Time Off Request for an upcoming vacation but select Sick hours as the leave hours type or a Non-Deducting type, your supervisor(s) will deny this request and you will have to re-create the Time Off Request.  Ensure all information is correct before submitting.

 

To Edit Or Delete A Time Off Request:

Time Off Requests can not be edited except by your supervisor(s).  Since the scheduler may have already emailed your supervisor(s) about the Time Off Request, changes to the date or number of hours is not permitted.  You can delete the Time Off Request and re-enter it.

  1. Click on “Scheduling” -> “Time Off Requests“.
  2. Scroll down to “Your Leave Request” header.
  3. Click on “View Request” button next the Time Off Request.
  4. Click on “Delete Time Off Request” and Confirm by clicking again.

When a Time Off Request is deleted, any leave hours deducted from you will be given back.

Submit Availability

Submitting your availability to the scheduler lets staff know what days you can work.  For Part-Time users, this is the best way to receive shifts.  For Full-Time users, these can be extra shifts when experience and extra hands are needed.

To Submit Availability:

  1. Click on “Scheduling” -> “Availability“.
  2. Click on One day from the calendar on the right.
  3. If you are submitting several days with the same Available hours, (ie 8am for 24 hours) then click All of those days to add at the same time.
  4. Select the Starting time of your availability.
  5. Select the Number of hours of your availability.
  6. (Optional) If there are any special notes you would like to provide to staff, enter those in the Notes section.
  7. Click “Create Your Availability For (x) Days“.

 

Note:  The scheduler will build a list of your prior availability and add the most used times to the “Quick Picks” section.  Click on the Quick Picks to make entering Availability quicker.

Note:  Availability can be entered as far in advance as you want to enter it.  Your agency may require availability to be entered by a specific day of the each month. This is due to your agency creating the schedule on a specific date and Availability should be entered prior to this.

 

To Edit Or Remove Availability:

Your agency may request that you keep your Availability updated through out the month as your schedule changes.  You can edit your availability at any time by:

  1. Click on “Scheduling” -> “Availability“.
  2. Scroll down to “All Upcoming Availability”.
  3. Click the “Edit” button next to the Day you want to edit.
  4. Update the Details and Click “Update Your Availability”.
  5. If you want to Delete your availability click “Delete This Availability“.

Note:  Admin staff are able to see the date & time that you Created, Edited and Delete availability.  Be sure to enter your availability correctly and update availability when necessary.

 

 

Google Calendar Sync

Overview:

  • Provide a one-way sync from BGS Schedule Events to user’s Google Calendar.
  • Events that are created, updated, and deleted from Published calendars will sync to user’s calendar.
  • If calendar is Rolled back or Un-Published, these events will be removed from users’s calendar.
  • If user has multiple calendars on their Gmail account, the first calendar (default or primary) will be used.
  • At this time, Classes or other Training based items are NOT synced to Google Calendar.
  • Events will be Synced as far as your calendar has been Published (not created).

 

Enabling Sync:

1.) Navigate to your profile by clicking on your name in the top right hand corner.

2.) Click on the tab “Google Calendar Sync“.

3.) Click on the button “Authorize BGS To Sync To Your Google Calendar“.

4.) A google authorization page will appear.  Click on the Google account you want BGS to add events to.

5.) Enter your google password and Sign In.  NOTE: BGS does not see, receive nor able to view your password.  This will only authorize BGS to have a “Token” for your account that will allow access to modify your calendar. If your Google account uses MFA, you will have to verify your MFA code at this time.

6.) You will see the permissions BGS is requesting – “Offline Access” and click “Allow”.

7.) You will return to your profile page and the Sync will begin with the last 30 days of events on your calendar.

8.) The sync process may take up to 1 minute to complete.  You will need to press the “Refresh” button on your phone’s calendar to force your phone to re-sync as well.

 

Disabling:

1.) Navigate to your profile by clicking on your name in the top right hand corner.

2.) Click on the tab “Google Calendar Sync“.

3.) Click on the button “Stop Syncing Events To Your Google Calendar“.

NOTE:  BGS will not delete BGS events in your calendar when you stop the BGS Calendar sync.

NOTE:  BGS will stop requesting to update your calendar, but BGS is still authorized to Sync to your account.  It is highly recommended to revoke BGS access to your Google calendar account here:  https://security.google.com/settings/security/permissions

 

Re-Sync Events Manually:

If you accidentally  delete an event from your calendar or any events did not sync correctly, you can manually re-sync events.  The re-sync will only sync events that are less than 30 days in the past and up to when the calendar has been published for your agency.

1.) Navigate to your profile by clicking on your name in the top right hand corner.

2.) Click on the tab “Google Calendar Sync“.

3.) Click on the button “Re-Sync All Of Your Events“.

4.) The sync process may take up to 1 minute to complete.  You will need to press the “Refresh” button on your phone’s calendar to force your phone to re-sync as well.

 

Internal Operation:

The sync process will run every 1 minute.  Depending on the number of users and the number of events that BGS has to sync, this process may take a little longer.  Each schedule event has an internal BGS Id code.  This code is used with the header “BGS_” to ensure that only BGS Events are updated or deleted from user’s calendars.

 

Note To System Admins:

  • When users are de-activated, their Google access Sync is automatically stopped.
  • Only events on “Published” calendars will be synced.  If you publish a calendar and then Un-Publish a calendar, those events will remain on the user’s calendar.  Once you Re-Publish these events will be synced to the latest information.
  • Mass Modify operations will also be synced.

 

Privacy And Access:

BGS is not authorized to see your emails, texts or other operations outside of your calendar.  BGS does not collect, view, or otherwise manipulate any events that BGS did not created.  Each event created by BGS will have an internal flag in Google Calendar such as BGS_###, where ### is the BGS Calendar Event ID.  During updates, BGS asks Google if this event exists and then updates/deletes/creates the event.