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.

 

 

 

Automatic Shift Reminders

Did you know? – Shift Reminders

The Emergency Services Scheduler can send you a Shift Reminder prior to your shift.  You pick how many hours you want the reminder to occur and the scheduler will send you a email just so you don’t forget.

To Setup Up The Shift Reminder:

  1. Log into the scheduler Login
  2. Click on your name in the top Right corner
  3. Click on “Subscriptions” tab
  4. In the “Subscribe To Shift Reminders” click “Change
  5. Enter the number of hours you want in advance to receive the reminder
  6. Click “Update Shift Reminder

 

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.

 

 

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.