You | Stationwise Academy

My Dashboard

“My Dashboard” is the default page users are brought to upon logging in. A pivotal page providing detailed insights on the following:

Upcoming Shift Information

This section provides detailed information about your upcoming shift, including:

Station Assignment: The specific station where you will be reporting
Apparatus: The vehicle or equipment you'll be assigned to
Shift Duration: The length of your scheduled shift
Rank: Your designated role or position during the shift
Leadership: The names of your shift leader and fire captain

Shift Trades

This section consolidates all shift trade-related information, including:

Accept or Deny Shift Trade Requests

Under ‘Shift trades’ requests from other users will populate under ‘Requests from Others’. If you currently have no requests this field will not appear, it may take a few moments for new requests to appear.

If you ever are waiting for a trade request to populate try refreshing your screen!

To accept or deny a request follow the steps below:

Navigate to the specific shift trade request you wish to address
Review the shift trade information
Accept the request:
1. Upon acceptance, the shift trade will be reflected in your calendar and listed under Next Shift Trade. If additional admin approval is required, the shift trade will instead appear under Pending Requests until it is approved
Deny the request:
1. If you choose to deny the request, the requester will receive a notification informing them of the denial

Manage Your Pending Requests

In the section My Pending Requests, you can view all your submitted shift trade requests that have not yet been accepted or denied, including the recipient’s name, shift date, and duration.

After a coworker accepts the trade, the request may be automatically approved or may require additional approval from an administrator.

Admin approval required:

Once colleague approves the request, it will appear in My Pending Requests and Pending Approval
Once admin approves the request, request moves to Next Shift Trade
Balances will be updated accordingly

No Admin approval required:

Once colleague approves the request, it will move from My Pending Requests to Next Shift Trade
Balances will be updated accordingly

You’ll receive a notification once a request is either accepted or denied. Once the approval process is complete, the shift trade will also appear on your calendar.

View Upcoming Shift Trade

If there is an upcoming shift trade, it will be displayed in this section and reflected on your calendar. Refer to the image below for an example of how an upcoming shift trade is presented.

Manage Shift Trade Hour Balance

This list displays detailed information about shift trade balances, including individuals who owe you hours and any hours you owe to others. From this section, you can also choose to forgive any owed hours if desired.

To Forgive Debt:

Select the specific shift trade debt you wish to forgive
Specify the amount of hours you want to forgive
Add a note to provide context or explanation
Click Forgive Debt to finalize the process

Accruals

Your accrual hours are automatically updated based on your department's policies. As new information is entered into the system, your balances are adjusted in real-time, ensuring accurate and effortless tracking.

Your personal dashboard provides detailed insights on:

Upcoming shift information
Shift trade requests from others
Shift trade pending requests
Shift trade hour balances
Accrual banks

My Calendar

“My Calendar” is where users go to make al requests and provides the user with a monthly view of all relevant events.

Note: Some features may be unavailable depending on your departments settings

While on your calendar view you can:

Toggle View and Navigation

You can toggle between a month view or list view by clicking on the display dropdown menu located in the upper-left corner
Add filters to your calendar by selecting the filter icon next to the display dropdown menu
The “$ “ icon located on specific calendar days indicates the start of new pay periods
Calendar days will be marked with varying colored letter such as A, B, C these represent what shift is working this day.
Navigate between months using the calendar icon or the arrows located at the top of the screen.

Request or Cancel Time off

To Request Time Off

Select a future day on the calendar that you are scheduled to work
Select Request Time Off
Fill in all pertinent information
Click the Request Time Off button located at the bottom of the screen to submit your request for Admin approval
- Note: If you do not have sufficient available hours, a warning prompt will appear

To Request Multiple Days Time Off

Click the '...' button at the top right corner of the screen
Select Request Multiple Days Off
Click on each day you wish to request off
Click Submit
A Time Off form will appear. Review the pre-selected dates to ensure accuracy and fill in all required information
Click Submit to send your request for Admin approval

To Cancel Time Off

Select the day in which you requested vacation time
Select the request
Select 'cancel'

Request or Cancel Additional Paid Time

Request Additional Paid Time

Select a Previous day on the calendar
If you had a shift on this day this will open up the shift information panel, select the shift to access different options
Select 'Request additional paid time'
Input all pertinent information
Submit your request for Admin approval

Cancel an Additional Paid Time

Note: this can only be done when the request is pending approval. Once approved, an Admin would have to manually undo the changes through Payroll.

Select the day of the request on your calendar
Select the request you submitted
Select 'Cancel'

Request and Cancel a Shift Trade

To Request a Shift Trade

Select the shift you wish to trade on the calendar
Select the shift in the right-side panel
Click 'Trade Shift'
Choose the entire shift or the duration of hours you wish to trade
Click "Select people to trade with"
Choose the people you wish to trade shifts with
- Note: Only people who are eligible according to your department rules
Select 'Request Shift Trade'

To Cancel a Shift Trade

Select the calendar day with the requested shift trade
Locate the requested trade in the side panel to the right
If still pending users can select 'Cancel Request'

Sign up and Cancel Voluntary Overtime

Sign Up for Voluntary Overtime

Click the blue 'Sign Up' icon in the upper-right corner
Select 'Sign Up For Volunteer'
Choose the dates you wish to sign up for
Click 'Submit'

Cancel Voluntary Overtime

Select the calendar date you wish to cancel
Choose the shift in the right-side panel
Click 'Cancel Voluntary Overtime'
Confirm your submission
- Note: The shift will still appear in your calendar view, but rest assured it has been successfully canceled

Create an Incident Report

Some departments will have the ability to create incident reports from their calendars. Many departments do not utilize this feature.

Create an Incident

Navigate to “My Calendar”
Select the blue “Actions” button
Select “Create Incident”
Select the date of the Incident on the calendar
Once selected, click “Continue”
Input all required information
Once input, click “Next”
Add apparatus details and save or select “Add Later”
1. Adding apparatus details
  1. Select “Add Apparatus”
  2. Input all apparatus details including employees staffed to the apparatus
  3. Select Save

Edit an Incident

Select the calendar day of the Incident
This will open a list of entries for that calendar day
1. On Desktop this will appear on the right hand side
2. On Mobile this will open a new window. Please ignore the ‘My staffing lists’ located at the top of this window as it is not relevant to Napa County.
Select “Edit Details” under the Incident
1. Double check the incident number in the preview to insure you are entering the correct Incident to edit.
Edit any desired information
1. Incident number will be unable to be changed
Follow the steps in “Create Incident”

Close an Incident

Select the calendar day of the Incident
This will open a list of entries for that calendar day
1. On Desktop this will appear on the right hand side
2. On Mobile this will open a new window. Please ignore the ‘My staffing lists’ located at the top of this window as it is not relevant to Napa County.
Select “Close Incident” under the Incident
Review all information and select “Next”
A warning will appear prompting the user to add any apparatus's
Select “Save + Close”

Once an Incident has been closed it will change to red on the calendar, indicating that it can no longer be edited.

Create Duty Entries

Some departments will have the ability to create duty entries from their calendars. Many departments do not utilize this feature.

Create a Duty Entry

Navigate to “My Calendar”
Select the blue “Actions” button
Select “Create Duty Entry”
Select the date the Duty Entry took place
Once selected, click “Submit”
Enter all required information
1. Start and End Times
2. Duty Type
3. Event Description
4. Event Location
Click "Save." This will close the form, and the duty entry will appear on the selected calendar date. The duty form will then be sent for approval by a user with the appropriate permissions.

Edit a Duty Entry

My Payroll

The Personal Payroll section displays your timecard and provides the option to review and sign off on it.

Different Timecard Views

There are two ways to view your timecard: toggle between views by clicking the following icons:

View One: Displays your total hours worked for the current pay period. To see a day-by-day breakdown and the pay types worked, click the dropdown arrow on the right. This will expand a dropdown table displaying all pay code types associated with your work and your day-by-day breakdown.

View Two: Presents a horizontal layout where you can scroll left or right to see a day-by-day breakdown of your hours within the pay period. If using a phone, you may need to rotate your screen sideways. Ensure Auto Rotate is enabled for the best viewing experience.

Navigating Pay Periods

To access a previous pay period's timecard, click the arrow next to the date at the top of the page:

Alternatively, use the arrows on the far side of the screen to navigate between periods.

From any previous period, quickly return to the current period by using the "Back to Current Pay Period" button located at the top right of the screen

Signing Your Timecard

If a previous timecard remains unsigned, a notification with a yellow "!" icon will appear above your timecard, prompting you to take action.

To sign the timecard, click the notification to access a page displaying your timecard and a field to enter your full name
After entering your name, select "Sign and Submit" to complete the process or "Sign Later" if you need more time
- The "Sign and Submit" button will remain greyed out until your full name has been entered
  - Note: Watch out for extra blank spaces when signing your name as this can cause unexpected errors.
- If you choose "Sign Later," a warning will remind you that your timecard must be validated before payment is processed. You can either select "I Understand" to delay signing or "I Will Sign Now" to return to the previous page and complete the validation

My Staffing Lists

Your staffing lists provide a real-time view of your position on your department's various overtime lists.

These lists are automatically updated according to your department's rules, ensuring accuracy. By navigating to this section, you can easily track your status and see where you currently stand.

Note: Some departments choose to hide this from general user view. Preventing the option from appearing in dashboard.

Preferences

The Preferences section allows users to update their personal information and manage notification settings.

Here users can edit:

Phone numbers
Passwords
- In the event of a forgotten password please contact am Administrator to assist in resetting passwords.
Notification Preferences
- Note: some notification settings are determined at the department level and may not be edited by individual users