Staff Scheduling & Timekeeping

The schedule that runs the call-out itself — and knows your collective agreement.

From availability and white-sheet vacation rounds to two-way texted call-outs, shift trades, meal-break premiums and a payroll-ready export — one Canadian-hosted system, built shoulder-to-shoulder with a working paramedic service. It runs on its own, or beside the PCS Cross Check ePCR on the same platform and login.

Hosted in Canada Two-way SMS call-outs — live today Collective agreement as code iOS & Android app with push Payroll export built in

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Every screen below is the live product on demonstration data — no real staff information.

Coverage

The call-out that runs itself

A sick call at 0400 shouldn't mean an hour on the phone. Book the absence and the system opens the seat, works the call-in list in collective-agreement order, texts the offers, collects the replies, and awards the shift — while the supervisor watches it happen on one board.

Collective-agreement cascade — floats first, then part-time straight time, then overtime, exactly as your agreement orders it, with each tier's wait window tuned to how far out the shift is.
Reply YES to accept — two-way texting is live today (Canadian number, Canadian routing). Offers, confirmations and awards all happen over SMS for medics who never open an app.
App-first with a guaranteed fallback — medics who prefer the app get a push offer they can accept in one tap; if it isn't seen in time, the text still goes out. Nobody ever misses a shift offer.
A live board, not a mystery — every contact shows its own timeline: queued → sent → delivered → seen → accepted or declined, with a countdown to the next escalation stage and the recommended pick's place in the seniority queue.
Refusal tracking per the agreement — countable refusals, response windows and supersede rules are recorded automatically, so the seniority conversation is over before it starts. The one exemption is the agreement's own: an unscheduled shift offered with under 12 hours' notice is never recorded as a refusal.
Duty-supervisor routing — confirmations flow to whoever actually carries the duty phone tonight, with one-tap duty handoffs and morning confirmations.
Hand-off, don't hand-hold — a road supervisor can open a seat quietly and hand the call-out to scheduling to run when they're ready; nothing fires until someone says go.

Call-in runner: open seats, active call-outs with countdown chips and offer counts

Live delivery board: per-contact offer timelines with declines and no-responses, and seniority-ordered floats to assign directly

Mobile Admin tab: an open seat with one-tap Fill and View call-out

A road supervisor's pocket view — mark someone out, then fill the seat or start the call-out from the truck.

Open seats surface the moment an absence is booked; the delivery board tracks every offer — sent, seen, declined, awarded — with the next seniority pick one click away.

Planned coverage

The work you can see coming shouldn't need a call-out

Education days, committee meetings, health & safety, a special event — book a group of medics off the road for the same day and cover every seat they leave. The emergency cascade is the wrong tool for work the whole service has known about for a month, so this is the other half of the engine.

Availability answered before you commit — pick a date and the screen opens with the number that actually decides it: how many part-timers are free that day, which floats are on duty to cover, and how many medics are on the road to take from. Floats play both sides: booked off to class with the full-timers, or covering an emptied seat at straight time.
Take a crew, a truck, or a cohort — a whole ambulance can go. Each empty seat opens its own coverage, so a unit with both medics in class needs two part-timers and the screen says so before you send it.
Assigned in agreement order, not blasted — every opened seat is paired with cover the way the agreement works it: an on-duty float first (straight time, no call-out), then the right part-timer — least hours this pay period, ties to seniority. Assign one, or assign them all.
Assigned means nothing to refuse — booked seats are assigned, not asked, so no refusal question ever arises. Where a seat is offered, the agreement applies exactly as written: a decline — or 24 hours of silence — counts, and only short-notice offers (under 12 hours, the article's own exemption) never do.
Coded for what the day actually was — training, committee, health & safety, or a code your own service defines: the hours land under it, so education time can be totalled and costed instead of vanishing into regular time.
The part-timer hears it their way — whoever picks up the seat is told on the channel they chose: a text, or a push with a text behind it if they don't open it. The medic going to class gets the change in their own schedule and inbox.

Multi Book screen: part-time availability for the date, the crew on the road with several ticked including both seats of one unit, and the reason and pay code for the day

Reports over the education block: vacancies opened, fill rate, call-in offers and a refused-hours counter reading zero

The same education block seen from oversight: 137 seats opened, every one filled, 3,130 offers worked through the list — with refusals recorded in hours exactly as Article 14.08 sets out: declines with proper notice count, at most one per day, and short-notice offers never do. The seniority conversation is on the screen instead of in a grievance.

A service mid-way through its fall education programme. Several medics on this day are already booked to training; the line under the date answers how many part-timers are free before anyone else is chosen, and the crew list marks who cannot be taken and why.

Operations

A daily roster that matches the road

Platoons, bases, trucks, floats and the logistics base — laid out the way your service actually deploys, live for any date, on the wall-mount TV or in a supervisor's pocket.

Every seat, every truck — crews grouped by platoon and base with shift hours and persistent vehicle assignments; open seats are flagged in red with the call-in one click away.
Floats and the duty supervisor — the float pool and supervisors have their own row, a gold DUTY chip marks who carries the phone, and a one-tap swap hands it over.
Mark anyone absent — including floats — sick call mid-shift? Mark them out with a reason; the seat's coverage window opens for the remaining hours only and their pay prorates automatically.
Coverage windows — partial absences show as 🕐 windows on the seat, not a whole-day mystery, and call-outs offer exactly those hours.
Upstaff & event trucks — stand up an extra ambulance from logistics for the fair, the storm or the long weekend and crew it from floats or call-ins.
Message a medic or a whole truck — ✉ on every line, delivered by each person's own preference: in-app push or text.

Daily roster showing platoon blocks, crews, vehicles, and open-seat flags

The live roster, grouped by platoon — every name one click from a message, a note, or a mark-out, and the day's tally split into trucks, supervisors and floats right in the header. Here the service is running an education day: the medics in class are off their trucks and each seat shows the part-timer covering it.

Everyone, every day, on one screen

The grid is the view schedulers live in — the whole service against the whole month, or against a single pay period when that is the question being asked.

Cycle by month or by pay period — one switch decides what Prev and Next step through. In pay-period mode the window is exactly the fortnight payroll will see.
Hours, totalled and pinned — a final column carries each person's worked hours for the window on screen and stays put while the days scroll, so a part-timer can see their hours against everyone else's at a glance.
The same engine as the call-in list — the hours come from the engine that ranks part-timers for equalization, so a part-timer comparing their pay period against the room is reading the arithmetic the cascade uses, not a separate report.
Every state, colour-coded — day and night shifts, picked-up overtime, leave codes, trades given away and covered, training and office days, all in one legend.

Schedule grid: every staff member against a pay period, with a pinned Hours column and a band of training days

One pay period across the whole service, every person against every day. The pinned column on the right totals the hours each of them worked in that window — the figure a part-timer wants when they are asking how their pay period compares to the room.

The Mobile App

Built for the crew room, not the back office

Medics live in the app: their schedule with who they're working with, shift trades, time-off requests, and offers they can accept in one tap — with native iOS and Android builds and push notifications.

My Schedule, with my partner on it — the agenda shows each shift's crew, picked-up shifts, training days and any partial-day windows, and taps through to that day's roster. Every date carries its month underneath it, so scrolling weeks ahead never leaves you guessing which one a bare number belongs to.
Shift trades from the truck — propose a trade against a coworker's actual shifts; the 11-hour rest rule is enforced server-side before anyone gets their hopes up.
Offers you can answer in one tap — call-out offers arrive as push notifications with Accept/Decline right in the inbox; unseen offers still fall back to a text automatically.
Reach me my way — every medic picks app, text, or both; new sign-ins add their own cell number, no admin required.
My shifts in my phone's calendar — a personal, secret calendar feed subscribes their real schedule (with trades and pickups, about six months ahead) into Apple or Google Calendar.
Supervisor tools on the same phone — an Admin tab for supervisors and schedulers: book and backfill a shift from the truck — and a supervisor can issue a medic a one-time sign-in code when their authenticator is gone. Everyone else never sees it.
Installed like a real app — native iOS and Android builds with the service's branding, plus an installable web app for everyone else.

Mobile My Schedule agenda with shift badges

The agenda — shifts, partners, pickups and time off in one feed.

Trades proposed and accepted in-app, rest rules enforced.

Mobile inbox with notifications and reach-me preferences

The inbox — offers, approvals and how-to-reach-you preferences.

The same answers on a desktop

Not every medic wants to do everything on a phone. On a station computer, everything about them — the month, their banks, their trades — sits behind a single tab instead of three.

One tab, three answers — schedule, time banks and shift swaps share a tab with sub-tabs, so a medic checking their hours before a trade never has to hunt across the top bar.
Balances first — vacation, stat-lieu and overtime banks open on the numbers; the request history and ledger sit folded underneath, one click away when someone actually wants them.
The same data as the app — it is one system, so what a medic reads at the station is what they read on the truck and what payroll exports at the end of the period.

A medic's own desktop view: the month calendar with sub-tabs for My Banks and Shift Swaps

A medic's own month, with their banks and their trades a sub-tab away rather than scattered across the navigation.

Time Off & Vacation

From a sick call to a pregnancy leave — one queue

Requests come in from the app; approvals, coverage and pay all happen in the same motion. The unusual cases — partial days, long-term leaves, chronic accommodations — are first-class features, not workarounds.

One pending queue — every request with approve/deny and a coverage panel that shows who could take the shift, one click from assigning them.
Partial book-offs — a medic requests just a window off (appointment at 1400?); approving prorates their pay, opens a coverage window for those hours, and leaves the rest of the shift theirs.
Extended & long-term leaves — pregnancy, parental, WSIB: one entry books the whole span using your service's own pay codes, keeps them out of call-out texts, and pays correctly on scheduled days only — without firing 200 call-outs.
Long leaves suggest contracts — when a leave runs past your threshold, the system suggests a temporary contract posting for that line, ready for a manager to post and award — and the award drives the roster and pay like any other line.
Vacation white-sheets, digitized — quarterly rounds with seniority-ordered bids, an auto-grant that works the list most-senior-first while checking coverage, and an offer-to-part-timers option for the seats it opens.
Sick occurrences & accommodations — the yearly occurrence count tracks itself, and occ-health chronic notes keep approved conditions paid and transparent to the count.
Nothing double-books — leaves, trades, partial windows, bank days and call-outs all check each other; the system refuses the combinations that would double-pay a day.

Manage time-off queue with pending requests and partial book-offs

Vacation white-sheet round with seniority-ordered bids

The pending queue a scheduler works down — every request with its type, dates and note, decided in place.

Pay & the Collective Agreement

Your collective agreement, running as code

Not a settings page with a few toggles — the agreement's actual articles drive the cascade order, the premiums, the banks and the payout calendar. When the rules are the software, the grievances stop being about the schedule.

Year-aware banks — vacation resets January 1; the prior year's OT and stat banks pay out March 31 so medics can actually use their hours; every draw consumes oldest-first.
Meal-break premiums — a late or missed break is one claim from the truck that covers the whole crew, lands in the supervisor's approvals, and pays as its own coded line.
OT claims with the receipts — late call, extension or call-back, claimed from the app with the call number, partner and vehicle attached — bank it or pay it.
Premiums that just happen — night-shift premium, preceptor pay, call-backs and standby recorded as coded events that flow straight to the export.
Training hours, costed as training — time spent in class is booked to its own pay code instead of disappearing into regular hours, so a service can finally total what education actually costs. Any worked-time code a service defines — committee, health & safety, a special-event code — can be used the same way.
Your pay codes, editable — every code, multiplier and citation lives in a per-service dictionary your admins can change; new codes are instantly bookable and payable.
A payroll export your finance office will accept — every pay period renders to coded, per-employee lines (regular, overtime, leaves, banks, premiums) as CSV, ready for the payroll system's import.

Approvals queue with overtime and bank claims and meal-premium submissions awaiting a decision

Claims arrive here from the medics' own app — overtime, bank moves and meal premiums — and an approval writes straight through to the pay period, so the numbers a medic sees and the numbers finance exports are the same numbers.

Security & Rollout

Built to pass your security review

The scheduling system runs on the same hardened, Canadian platform as our ePCR — even though scheduling itself holds no patient information, it inherits the posture.

Hosted and encrypted in Canada — Canadian data centre, sensitive fields encrypted at rest, TLS in transit, sessions hardened.
Two-factor sign-in — supervisors and admins can add an authenticator app, and a service can require it of everyone — new sign-ins are walked through setup. Printable backup codes and a supervisor-issued one-time code cover a lost or dead phone, both single-use and recorded.
A real audit trail — every grant, award, override and payout is attributed and timestamped; supervisors see who did what, when.
Role-based, service-scoped — medics see their world, supervisors their tools, scheduling the whole board; each service signs in with its own service code.
Your service as configuration — platoons, rotations, positions, leave types, pay codes and agreement rules are a per-service rules pack, not custom code. Onboarding a new service is data entry, not a development project.
Standalone or together — run scheduling alone, or beside the ePCR and Community Paramedicine on one login and one database.
Continuously improved — features in this page shipped from front-line requests in days, not release cycles.

Service-code sign-in — all data hosted in Canada.

The day's roster in a supervisor's pocket.

Why services switch

Moving faster than a committee can meet

Built and refined inside a working paramedic service — the features above went from crew-room request to live software in days.

missed offers by design — every app offer that isn't seen in time automatically falls back to a text.

100%

collective-agreement-aware — cascade order, refusals, banks, premiums and the payout calendar are the agreement itself, as code.

system from availability to payroll export — no re-keying between the schedule, the call-out sheet and finance.

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