Department Settings | Stationwise Academy

Ranks

The Ranks section manages all rank-related information. Here you can create new ranks and export existing ones.

Users can filter through ranks using the search bar or drop down menu options.

Edit rank hierarchy by selecting ‘Edit Rank Order’

Create New Rank

Click the black '+ Create New Rank' button
Enter all pertinent information
1. Name, code, and color
2. Allow Acting As toggle - This enables automatic acting as certifications for anyone assigned to this rank.
3. Officer toggle
4. Pay period type - these are preset by Stationwise, if an option is missing please contact Stationwise.
5. Default certifications - these are certifications that will be auto applied to anyone assigned to this rank.
Click 'Save' to confirm

Edit Existing Ranks

Click the pencil icon under the Actions column
All information can be edited except for the pay period
1. Should an existing rank pay period need to be updated please reach out to Stationwise for assistance.
Once all changes are made click ‘Save’ to apply

Download Current Rank CSV

Click "Export Rank CSV" in the top right to download a CSV file containing all ranks.

Certifications

The Certifications tab manages all certification related information.

Create New Certification

Click the '+ Create new Certification' button
Enter all pertinent information
Click 'Save' to confirm

Edit Existing Certifications

Click the pencil icon under the Actions column
Make desired changes
Select “Save”

Download CSV

Click "Export Certification CSV" in the top right to download a CSV file containing all certification information.

Detail Codes

The Detail Code section, often called project codes in departments, manages all detail code-related information. Here you can create new and export existing ones.

Create New

Click the '+ Create new Detail Code' button
Enter all pertinent information
Click 'Save' to confirm

Edit Existing

Click the pencil icon under the Actions column
Make desired changes
Select “Save”

Download CSV

Click "Export Detail Code CSV" in the top right to download a CSV file containing all certification information.

Pay Codes

The Pay Code section manages all pay code-related information. Here you can create new and export existing ones.

Filter through pay codes through the search bar or the drop down menu options.

Understanding Pay Code Columns

Name: Name of the Pay code
Code: Shortened code representing the Pay code that appears in roster
Pay Code Type: Distinguishes the type of code, affecting where it will appear throughout the dashboard.
Convertible to: This is used to allow time to be converted to another pay code type, often used in situations such as converting overtime into comp time.
Ext Code: Referring to ‘external code’.
- This allows users to customize how the external code appears, which is helpful when you need multiple pay code types to share the same code.
  - Often used when setting Accrual banks, as shift vs. non-shift employees will use the same external code but require separate pay codes in order to have customized accrual banks.
Spendable Pay Code: Most often used in comp time earned situations, indicates that the pay code type is linked to a separate pay code.
Convert ratio: sets the conversion ratio, such as overtime converting to comp time at a 1.5x rate.

Create New Pay Codes

Click the '+ Create new Pay Code' button
Enter all pertinent information
1. Overtime and Accrual banks will populate additional fields, these field are not required. Feel free to leave blank.
Click 'Save' to confirm

Edit Pay Codes

Currently pay codes can not be deleted on the user side, to remove a pay code from the list completely please contact Stationwise.

Click the pencil icon under the Actions column
The code will not be changeable
1. If a change here is desired create a new code or contact Stationwise to update
Click 'Save' to confirm

Export Pay Code CSV

Click "Export Pay Code CSV" in the top right to download a CSV file containing all pay code information.

Permissions

The Permissions section allows administrators to control user access to different parts of the dashboard. Access can be set either by rank or for individual users.

Filter through Permissions: Use the search bar to quickly locate specific permissions
Hovering over the "i" icon on the right side of the list shows a brief description of each permission's controls
Edit Permissions: Click the pencil icon under the Actions column
- This allows the user to change who has access to this permission

Hiring Engine

This page allows users to configure global department settings for the Hiring Engine. When creating a new hiring engine in the Roster, these default settings will be automatically applied.

Round Duration

This feature determines how long each employee has to respond to a call before it moves to the next person. As the call advances, it remains open for previously contacted employees until the position is filled.

Once this number is adjusted please hit ‘Save’ to apply changes.

Notification Times

Notification times allows departments to set 'active' hours. These hours are when users are able to receive notifications from the Hiring Engine.

Vacancy Fill Order

The vacancy fill order determines which positions are called first. To modify this order, click the icon to the right of the position name and drag it to the desired location.

Call Order

Call order allows the department to chose what ranks can be called to fill this position and in what order they should be called.

Select the rank name under ‘Vacancy Fill Order’ to open that ranks options for Call Order.
Once selected using the check boxes to determine what ranks can be called
Use the Icon on the right to the drag ranks into the correct call order
Once changes are made be sure to select ‘Save’

Hiring Flows

Hiring Flows allow for the department to create templates and set schedules for the Hiring Engine.

Create New Hiring Flow

Select ‘New Hiring Flow’
1. This will open the same view as available in Roster. The main difference being able to add multiple steps without running the Engine between steps.
  Upon opening the Hiring Engine users will presented with the action types to the left, such as running a pre-created template or adding an Auto Hire engine. On the right is a list of all current vacant positions for the day and relevant information for each position. This includes:
  - Battalion
  - Station
  - Apparatus
  - Start and end times
  - Required certifications
  At any point users can filter through vacant positions by using the Battalion, Station, and Apparatus drop down menus.
Add a Hiring Engine title and description located at the top of the screen
1. this is important as it allows for staffers to determine what template needs to be used.
Select ‘+ Add New…’ and choose one of the following:

Auto Hire

Choosing a Staffing List(s)
1. Select what staffing list(s) to use
  1. Use the Staffing list drop down menu to select what list to call from
  2. To add an additional list, click Add More Staffing List Configuration.
    This will add a secondary list that the system will use once the first list is exhausted.
    Example: If the Volunteer list is selected first and there are still vacant positions, the system will automatically begin calling from the Mandatory list.
2. Click View Employees to see the employees included in each added staffing list and their order.
3. To remove a staffing list, click the trash icon.
4. To change the order of the lists, drag and drop them using the icon on the far right of the list name.
5. Apply filters to the staffing list using the filter icon to the right of the staffing list name. Here staffers can filter employees by shift, battalion and home station.
Choose Positions to Call
1. By default, no positions are selected. Staffers can filter positions using the drop-down menus.
2. To select a position to be called, check the box next to the position name or use the “Select All” box at the top of the list.
Set Hiring Engine Settings
1. Click “Change Hiring Engine Settings” to adjust the settings for the days. Be sure to hit “Save” after making any changes.
2. Round Duration: Determines how long each employee has before the next name on the list is notified.
3. Vacancy Fill Order: Specifies the order in which ranks will be called.
Set Each Positions “Call Order”
1. For each rank with vacant position click “Edit Call Order”
  1. This allows users to control what ranks will be called for the position and in what order.
  2. Staffers can choose ranks by checking the box to the left, and they can drag and drop positions into the desired order using the icon on the right.

Instant Hire

The Instant Hire feature works similarly to Auto Hire, with the primary difference being in the Occupancy column of the vacant position list.

In this column, staffers can view which employee is being forced into a position and can edit the assignment if needed.

Edit Instant Hire Placement

Click the pencil icon under the ‘Edit’ column
1. This will open a list of eligible employees to fill the position, listed in the order they appear on the staffing list.
Filter employees
1. Use the search bar to find a specific employee.
2. Click the filter icon to filter by Certification, Rank, or Shift.
Select the desired employee and click “Done”

Request Volunteers

Edit Existing Flows

Locate the desired Template to edit
Select ‘Edit Flow’
Following the directions in ‘Create New Hiring Flow’ above make desired changes
Once the changes are made select ‘Override Hiring Flow’

Hiring Flow Schedules

Select the ‘…’ to the right of the template name
Choose:
1. Set a Schedule
  1. Input effective dates
    Start time
    Lead time
    How many days before the shift start that the engine should be ran
    Target shift
    Shifts the engine is applicable to
  2. Hit ‘Save’ to apply schedule
2. See Schedules
  1. To view and delete current set schedules

Duplicate or Delete Hiring Flows

Select the ‘…’ to the right of the template name
Choose:
1. Duplicate
  1. Creates a duplicate schedule that can be modified and scheduled as needed.
2. Delete
  1. To remove the Hiring Flow template

Run Hiring Flow from Department Page

Select the ‘…’ ****to the right of the template name
Choose ‘Start Hiring Flow’
Select date the flow should run
Select ‘Run Flow’

Accrual Banks

Accrual banks allow departments to create and edit various Accrual banks needed by the department.

While a pay code can only be assigned to one Accrual bank at a time, some departments need a single pay code to apply to multiple banks. For example, when requesting vacation time, both non-shift and shift employees typically use the same code, but they have different banks due to varying default and maximum accrual limits.

This is where the 'Ext' code becomes useful. Multiple vacation codes can share the same external code, allowing integrated systems to interpret these separate codes in Stationwise as a single code.

Create New Accrual Banks

Select ‘+ Create new Time Off Accrual’
Input required information
1. Name
2. Pay codes associated with the bank
3. Set max accrual
4. Set default accrual amount
  1. If both max and default accrual are set to infinite the bank will not appear in users accrual banks view.
Hit ‘Save’

Edit and Accrual Bank

Locate the desired accrual bank and select the pencil icon
Edit information
Click ‘Save’

Delete an Accrual Banks

To delete an Accrual Bank select the red ‘X’ on the same row as the Accrual Bank
Read the pop up warning
Select ‘Confirm’

Allowing Specific Rank Access

Integrations

Any integrations relevant to your department will show here and present the option to login will be available.

Product Roadmap

The Product Roadmap shows users which department-relevant features have been filed and their current production status.

Notification Management

Here administrators can decide if certain notification will ‘forced’ on for all users.

Using the toggles users can select to force Email or SMS notifications for different notification types.

The option delay messages is also available, this can be set if a delay is needed to prevent users from receiving notifications early morning or late into the night.

Department Rules

Here users are able to set and view their custom department rules. While some are able to be directly edited others will require assistance from Stationwise in updating. Please review this area carefully before making any changes as it will affect the entire dashboard department wide.