UCORE 911 User Guide

Supervisors have full operational control of UCORE 911. Everything employees can do, plus: creating shifts, assigning employees, issuing mandates, managing OT calendars, running shift bids, viewing audit history and reports, marking shifts as worked, and managing the trainee/CTO system.

Access supervisor tools via the header buttons: OT CAL (red), BIDS (blue), ADMIN (gray).

Access from the red OT CAL button. This is where you build and manage monthly OT calendars. Policy requires the calendar to be posted by the 10th of the prior month.

The schedule import lives on the OT Calendar page under the Import tab. It parses the monthly schedule from Right Stuff and identifies coverage gaps.

What the Parser Understands

The parser recognizes W (working), X (day off), V (vacation), BL (bereavement), C* (compensatory), and all federal holidays (Memorial Day, Independence Day, Labor Day, etc.). Holidays are treated as working days for the employee. Note[N] references from Right Stuff are skipped automatically.

How Coverage Gaps Work

The system cross-references the parsed schedule against shift assignments (from the bid) and staffing minimums. It only flags a gap when someone who should be working is on leave. Regular days off (X) are already in the minimums and don't create false gaps.

BL (Bereavement): Always flagged as voluntary OT per department policy.

Trainee Coverage Gaps

When a CTO has an active trainee, the parser automatically adjusts the minimum staffing for that shift. The gap card shows a purple 🎓 TRAINEE badge. The target minimum (default: 3) is configurable per day of week and can be overridden for specific dates. On days where the base minimum is already at or above the target, no extra gap is created.

Already-Posted Detection

If you re-parse a schedule for a month that already has shifts on the calendar, previously posted gaps show a green "Already Posted" badge and are automatically skipped.

Click any shift on the calendar to open the full shift management modal. From here you can:

• See who's signed up (with front/back/full labels and worked status)
• Assign employees from the sorted list (lowest hours first)
• View and issue mandates from the rotation
• Mark shifts as worked (adds hours to the database)
• Unmark worked shifts (reverses hours)
• Mark all worked with one click
• Remove employees from shifts
• Edit OT type (mandatory/voluntary/no cover), category, and notes
• Send notifications and view the audit log
• Delete the shift entirely (requires a reason)

Mandate Eligibility Rules

When you open the modal, the employee list is filtered by eligibility for that specific shift. Restricted employees appear grayed out with the reason:

Connected Shifts Are Allowed

If OT is directly adjacent to a regular shift (e.g., C ends at 2200, A OT starts at 2200), the employee never leaves and the 8-hour rest rule does not apply. The 12-hour cap still applies.

Access from ADMIN > scroll to "Shift Staffing Minimums." This grid controls how many dispatchers are needed per shift per day of week.

The grid shows 9 shift types (A, B, C + front/back halves for each) across 7 days. Edit any number and click Save. These minimums drive the coverage analysis when importing schedules.

Access from ADMIN > scroll to "Trainee / CTO Assignments." This system tracks which trainee is with which CTO and adjusts staffing minimums automatically.

Creating an Assignment

How the Target Minimum Works

The target minimum is the number you want on shift when a trainee is present. The default is 3 (CTO + trainee + 1 independent dispatcher). If the base minimum for a day is already at or above the target, no extra OT is generated. If the base minimum is lower (e.g., weekend at 2), the system bumps it to the target (3).

Day-of-Week Defaults vs Date Overrides

The coverage grid sets the default for each day of the week. For example, you might check Mon-Sat but uncheck Sunday. Use "Add Date Override" to handle exceptions: "We don't need extra coverage on Saturday March 22" or "We DO need extra coverage on this specific Sunday."

CTO Rotations

When a trainee switches CTOs (e.g., Julia moves from Shawna to Hannah), create a new assignment. The old one is automatically deactivated. Each assignment tracks its own shift type and coverage settings independently.

Access from the blue BIDS button. The bid determines which shift each employee works for the next six months.

After a shift is completed, open the shift on the calendar and click Mark Worked next to each employee. This calculates the hours and adds them to the database under the correct pay period.

Mark All Worked: When 2+ employees are unworked, a single button marks them all at once.

Undo: Click the amber "↩ Undo" button next to a worked badge to reverse the hours.

Remove: If an employee is removed from a shift they've already been marked worked for, the hours are automatically deducted.

Reports Tab

Breaks down each employee's hours by voluntary signup, mandatory signup, and supervisor-mandated across six intervals: Current PP, 30 Days, 90 Days, Quarter, YTD, and Rolling 12 Months.

Audit Tab

Complete log of every action on every shift: created, assigned, mandated, removed, worked, and notes edits. Filter by date range, employee name, and action type. Removed signups can be restored with the blue Restore button.

User Management

Add, edit, deactivate employees. Set roles, hire dates, training status, and active status.

Leave Management

Set leave type (military, medical, FMLA, personal, workers comp, suspension) with date ranges. Employees on leave are automatically excluded from staffing counts and mandate rotation.

Password Reset

Supervisors and admins can reset any employee's password from the admin panel if they get locked out.

Email Notifications

Toggle email notifications on/off with a single switch.

Employee (Dispatcher)

View calendar, see available shifts, sign up for OT (full/front/back half), view hours and mandate rotation, participate in shift bids. Click shifts on the calendar to see details and sign up. Cannot create shifts, assign employees, or access admin panel.

Supervisor (Shift Supervisor)

Everything employees can do, plus: create/edit/delete shifts, assign employees, issue mandates, manage OT calendars, run shift bids, view audit history and reports, mark shifts as worked, manage trainee/CTO assignments, configure staffing minimums, manage users and leave, send notifications, reset passwords. Supervisors appear in OT lists and can be mandated.

Admin (System Administrator)

Everything supervisors can do, plus full user management. NOT included in OT lists, mandate rotation, or staffing counts. If an admin signs up for OT, the system requires a reason that is logged. This role is for the Communications Director.