How to: Fill a shift

Overview

The Fill Shifts feature allows shift captains and authorized users to efficiently assign coverage for open shifts. This process uses department rules and customizable timers to notify eligible members and track responses. You can fill one or multiple shifts at once and monitor progress in real-time.

Prerequisites

• Scheduler, Captain, or Admin authority

• At least one open shift listed on the Fill Shifts page

• Notification preferences and time intervals set up for your department

Step-by-Step Instructions

1. Navigate to the Fill Shifts Page

• Go to the Fill Shifts tab

• Open shifts will be displayed and ready for action

2. Select Shifts to Fill

• Check the box next to the shift(s) you wish to fill

• You can select multiple shifts if needed and these will be batched together

3. Set a Time Interval

• Choose a predefined time interval (e.g., 5 min, 10 min) for how long each member has to respond

• Use the dropdown to enter a custom interval if required

• Enable or disable Notifications depending on your department’s settings

  • Notifications can either be sent when all shifts are filled or when each shift is filled. Both can be selected if desired.

4. Click “Fill Shifts”

• The screen will change to the shift filling view

• The top section displays the shifts being filled. It will show details such as:

  • Date of the shift

  • Seniority

  • Position

  • Name of member being replaced

  • Type of shift

  • EMT status

  • Count of how many members are being contacted in the fill

• The bottom section shows members:

  • Being contacted

  • Who have accepted or declined

  • Who are ineligible (e.g., already working, on leave)

Managing the Timer

Stopping the Timer

• Click the Pause button to halt the filling process

  • This also allows you to configure a new filling time frame is required

• Click Restart to resume the fill process

• Use this when pausing to review responses or adjust settings

Department Configurations

Your department may have functions turned on which affect the way your filling operates.

• Grenga Warning

  • This warning will stop the fill process if the system calls someone who is currently on duty. A restart is needed to pass over this member.

• Rank Pause

  • If you have a pause between rank changes when filling, the system will pause the process once a rank list is exhausted and will require manual intervention to restart the fill.

Batch Numbers

Each shift fill session is assigned a Batch Number. This allows the session to be resumed later without losing progress.

To resume a shift fill:

• Go back to the Fill Shifts page

• Select the shift with the matching batch number

• Reset the time interval

• Resume the process from where it left off

⚠️ Reminder: A time interval must be reselected when restarting a batch.

Tips & Best Practices

• Use shorter time intervals during high-urgency periods (e.g. same-day coverage)

• Always track batch numbers to avoid starting over

• Pause the timer strategically to manually intervene or review assignment options

• Monitor declined shifts and ineligible members to understand coverage gaps