Platform Features
Fire department scheduling software for daily shifts, OT, training, and readiness.
PlatoonAware is built around modules. Start with fire department scheduling and staffing, then add operations, training, union tools, and crew features when your department is ready. Daily scheduling, shift assignments, self-serve requests, and overtime all stay connected in one system.
Scheduling
Know your coverage picture before every shift starts.
Staff Scheduling gives your fire department a real-time view of who is on shift, who is on leave, who is in training, which station and apparatus each member is covering, and where minimum staffing is at risk. Shift Roster shows the full department picture at a glance. The schedule is the center of everything — every module connects back to it.
- Visual shift calendar with daily coverage status
- Station and apparatus assignment visibility built into the schedule
- Minimum staffing thresholds with early warning indicators
- Leave, trades, vacation bids, shift bids, sick bookings, and training automatically reflected in coverage
- Scheduling conflict detection so officers can resolve overlapping or incompatible bookings quickly
- Course and event scheduling that stays tied to staffing impact
- Platoon-based, 24-hour, and custom shift structure support
- Department-configurable shift names, roles, and rank requirements
- Personal scheduling view so members see their own shifts without calling the office
Shift Coverage — Week View
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Member Requests
Give members self-serve scheduling without losing control of the roster.
PlatoonAware lets members handle the scheduling changes that happen every week without creating a black hole for officers. Members can book themselves off sick, submit trade requests, bid vacation, bid shifts, and send requests through the right workflow while officers and admins keep final visibility and control.
- Member self-serve sick booking with immediate schedule impact
- Vacation bidding and shift bidding tracked inside the same scheduling workspace
- Trade requests routed, approved, and reflected directly on the calendar
- Request statuses stay visible to both the member and the department
- Audit-ready history for approvals, denials, reversals, and edits
- Less office back-and-forth for routine schedule changes
OT Callout Modal
Next Eligible Members
PlatoonAware shows the members who can actually be called first. Leave conflicts, max hours, non-qualified positions, and officer-only rules are filtered out automatically, with an override available if command staff needs to make an exception.
A. Morrison
Captain · Platoon C
T. Brophy
Captain · Platoon A
L. Chenier
Captain · Platoon B
Not on this list
Excluded members shown separately
Overtime & Callout
OT callout lists that filter out the noise before you even start.
PlatoonAware builds the list around the firefighter overtime that actually needs to be filled. Officer-only OT, rank-specific coverage, position requirements, leave conflicts, max-hours rules, training conflicts, and other exclusions are handled before the callout sequence is shown. Your officers see the members who can actually take the overtime first, while excluded members stay visible below for context and override if needed.
- OT bank tracks accumulated hours by member and pay period
- Callout sequence shows eligible members first instead of cluttering the list with exclusions
- Officer-only OT, role-specific OT, and position-based callouts filter automatically
- Excluded members are separated below the list with the reason they were left out
- OT classifications configurable to your collective agreement categories
- Manual override remains available for command staff when an exception is needed
- Full callout audit log with timestamps and decisions recorded
- Payroll export ready for administrator review each pay period
OT Callout Modal
Next Eligible Members
PlatoonAware shows the members who can actually be called first. Leave conflicts, max hours, non-qualified positions, and officer-only rules are filtered out automatically, with an override available if command staff needs to make an exception.
A. Morrison
Captain · Platoon C
T. Brophy
Captain · Platoon A
L. Chenier
Captain · Platoon B
Not on this list
Excluded members shown separately
Payroll
Shift data that connects to your payroll process.
Pay Periods tracks worked shifts, OT hours, and leave classifications by pay cycle. At the end of each period, administrators export a clean summary for payroll review without manually reconciling multiple sources.
- Bi-weekly pay period support with configurable period start dates
- OT and leave hours separated by classification type
- Per-member pay period summaries
- Export-ready format for payroll administrator review
- Historical pay period records retained
Pay Period
Mar 24 – Apr 6, 2025
Member
Regular
OT
Leave
A. Morrison
Captain
96h
14h
Callout
—
T. Brophy
Firefighter
84h
18h
Voluntary
12h
C. Wallace
Firefighter
96h
—
—
J. MacLeod
Lieutenant
72h
8h
Callout
24h
Period Total
348h
40h
36h
Inventory
Track what your crews use. Know what needs reordering before it runs out.
Inventory tracking connects directly to your apparatus, stations, and shift activity. Crews can log inventory used on calls and have stock adjust automatically, while administrators decide which inventory categories crews are allowed to touch. That means you can support medical inventory, operational supplies, apparatus equipment, station stock, or any other category your department wants to manage without forcing the same workflow on everything.
- Item-level inventory tracking by apparatus or station
- Call-linked usage logging that updates inventory after crews document what was used
- Reorder threshold alerts before stock reaches critical levels
- Administrator-configurable item categories and crew access by inventory type
- Inventory history for audit, cost review, and accountability
- Multi-apparatus and multi-station support
Inventory Tracking — Call Linked Usage
Call Activity
Medical Call · Engine 1 · Call #2418
4x Gauze pads
Medical
Engine 1 stock adjusted
1x Traffic cone
Operations
Scene equipment logged
2x Absorbent bags
Hazmat
Supply count updated
Engine 1
47 items tracked
ALL STOCKED
Rescue 2
31 items tracked
2 REORDER ALERTS
Unit 4
19 items tracked
CREW TRACKING LIMITED
Admin control by category
Departments can allow crews to log medical, operational, apparatus, station, or specialty inventory — or restrict tracking categories by role.
Controlled Substances
A compliant narcotic count workflow your crew will actually use — and your auditor will actually accept.
Drug Counts walks crews through a structured shift-change count for every controlled substance on each apparatus. Expected quantities, seal numbers, witness signatures, and submission timestamps are recorded automatically. Every discrepancy is flagged, escalated to an administrator, and held in an audit trail that doesn't disappear.
- Structured count workflow at every shift change — nothing skipped
- Expected vs. counted quantities with seal number verification
- Mandatory witness signature captured before submission
- Discrepancies flagged immediately with administrator notification
- Full timestamped count history by drug, member, shift, and apparatus
- Exportable audit records ready for EMS director or regulatory review
- Supports multi-apparatus and multi-station configurations
Controlled Substance Count
Engine 1 — Shift 3 Handover
Apr 10, 2025 · 06:00h · Submitted 06:14h
Drug / Concentration
Seal #
Exp.
Count
Status
Morphine Sulfate
10mg/mL · 1mL vials
SL-4821
4
4
Fentanyl Citrate
50mcg/mL · 2mL vials
SL-4822
4
4
Midazolam
5mg/mL · 2mL vials
SL-4823
2
1
Ketamine HCl
500mg/10mL vial
SL-4824
1
1
Counted By
C. Wallace · FF
Witnessed By
T. Brophy · FF
Discrepancy flagged — administrator notified
Midazolam 5mg/mL · Engine 1 · Shift 3 · Expected 2, counted 1. Notification sent to Deputy Chief M.T. at 06:14h.
Ticket Reporting
Any member can report a problem. Nothing waits until the next shift meeting.
When a crew member finds a damaged hose, a faulty door latch, or a piece of gear that needs attention, they submit a ticket on the spot — right from PlatoonAware. No paper forms. No calling the office. The issue is logged, timestamped, and in front of the right person immediately. Administrators then build work orders from those tickets, assign them, and track costs against them.
- Any member can submit a damage, defect, or repair request from any device
- Tickets are timestamped and attributed to the submitting member automatically
- Attach notes and flag urgency level at submission
- Administrators convert tickets to work orders and assign to members or contractors
- Work orders track labour, parts, and contractor costs against the original ticket
- Submitting member sees status updates as the ticket progresses
- Nothing falls through the cracks between shifts
New Ticket
Report a Defect or Damage
Apparatus
Category
Description
Urgency
Submitting as T. Brophy · FF · Apr 10 · 07:22h
Engine 1 — Front compartment door latch
Reported by T. Brophy · Assigned to J. MacLeod · Urgent
Equipment & Maintenance
Know what every piece of equipment has cost you — and what it's going to cost to keep it running.
The Tickets system gives crews a place to log defects, service needs, and repair requests the moment they're noticed — not after the next shift change. Every ticket tracks labour, parts, and contractor costs so administrators always have a running total per apparatus. When it's time to justify a replacement, the lifetime cost report is already built.
- Crew-submitted defect and maintenance tickets at point of discovery
- Labour, parts, and contractor costs tracked per ticket
- Cumulative lifetime cost reporting by apparatus or asset
- Replacement cost documentation to support capital budget requests
- Status tracking from open through assigned, in progress, and resolved
- Assignable to members or external service providers with notes
- Equipment readiness tied directly to your operational dashboard
Engine 1 — Lifetime Cost Summary
Total Spent
$14,820
Since Jan 2022
Open Tickets
3
Est. $2,340 pending
Replacement Est.
$680K
Logged for capital plan
Recent Tickets
#044
Annual aerial ladder certification — overdue
Contracted · Acme Aerial Services
#043
SCBA low-pressure alarm — cylinder valve replaced
J. MacLeod
#041
Defibrillator battery pack — scheduled replacement
T. Brophy
Training
Training schedules and certificate tracking that keep your crew compliant.
Training divisions can build and publish department training schedules directly in PlatoonAware, assign members to sessions, and keep the full plan visible in one place. Certificate tracking sits alongside that schedule so expiring qualifications, missing requirements, and compliance gaps are visible before they create coverage problems.
- Department-built training schedules with member assignments and session ownership
- Certificate tracking with proactive expiry date alerts
- Training automatically reflected in shift coverage calculations
- Supports required certifications by rank or role
- Training history available per member for review or promotion packages
Training & Certificates
Training Division Schedule
April block plan · Station 2 classroom
Tue 0800
Captain L. O'Brien
Pump Operations
6 assigned
Thu 1300
Training Division
Live Burn Prep
4 officers
Sat 0900
Fleet Training
Driver Refresher
8 assigned
M. Henderson
Emergency Driving
CURRENT
Expires Jan 2027
R. Fontaine
HAZMAT Operations
EXPIRING
47 days
J. MacLeod
Confined Space
EXPIRED
Renewal required
Certificate impact on schedule
Expired or missing certifications can be flagged before training assignments or shift coverage are finalized.
Union Hub · Optional Module
Your local's command centre — built into the platform your crew already uses.
Union Hub is a fully integrated, member-facing workspace where the collective agreement, executive communications, meeting notices, and member resources live side by side with the tools your crew uses every day. The page itself is password protected, and access is only available to approved union members and executives who have been granted union access inside the department. Executive permissions are separate, so union leaders control publishing, notices, and management functions without exposing them to everyone else.
- Live agreement articles, searchable and surfaced the moment a member needs them — not buried in a binder
- Executive notice board with pinned posts, member updates, and real-time publishing controls
- Meeting notices, committee postings, and union events in a single organized feed
- Password-protected entry with union-member access controlled inside the department
- Role-based access: stewards, executives, and members each see exactly what they should
- Completely isolated from management — the union side of the platform belongs entirely to the union
Fully Optional
Union Hub is an optional module. Non-union departments and departments that prefer to keep union tools separate can exclude it entirely with no impact to scheduling, operations, or any other feature.
This page is password protected
Access to union content is only available to members with union access enabled. Executive permissions are separate and control publishing inside the hub.
Inside the hub
Agreement Quick Reference
Most usedNotice Board
4 liveVacation Pick Schedule Released
Pinned · 1h ago
Article 18 FAQ Updated
Steward ref · Today
General Meeting — May 6
All members · This week
Executive Panel
Crew Lounge
Your department's communication hub — built in, not bolted on.
Crew Lounge gives your department a member space to stay connected before shift, during shift, and after shift without falling back to scattered personal group texts. It blends crew presence, department chat, shared updates, photos, and trade coordination into one department-owned space so people can keep up with each other on and off duty.
- See who is on shift right now and who is off duty but active in the conversation
- Department chat spaces for crew connection, updates, banter, and day-to-day communication
- Group and direct messaging tied to shift, station, and platoon — not personal phone numbers
- Trade coordination still lives inside the same space when coverage help is needed
- Photo and media sharing for ceremonies, training wins, retirements, and department milestones
- Department conversation history stays in the platform instead of disappearing across personal apps
Crew Lounge
Stay connected on shift and off shift
Who's around tonight
Shift 2 on dutyR. Tanner
Captain · Engine 1
D. Frasier
FF / Medic 2 · Rescue 1
M. Allard
Driver · Off duty
K. Holt
FF · Off duty
R. Tanner · On shift · 18:12
M. Allard · Off duty · 18:19
K. Holt · Off duty · 18:42
D. Frasier · On shift · 18:47
Shared department moments
Photos, milestones, retirements, wins, and updates stay in one member-owned space.
Automated OT Callouts & Notifications
The callout sequence that used to take 45 minutes now runs itself.
PlatoonAware automates the entire OT callout and scheduling notification process. When a vacancy opens — from a sick call, leave, or shortage — the system pushes an alert to eligible members in queue order based on your department's tally hours and CBA eligibility rules. Members accept or decline in-app. Every outcome is timestamped and recorded automatically.
- Automated OT callout notifications pushed to eligible members in queue order
- Members accept or decline directly in-app — response recorded instantly
- Sick booking can automatically trigger the callout sequence for that vacancy
- Queue advances automatically on decline — next eligible member is notified
- Pre-book OT alerts sent to eligible members before the shift shortage occurs
- Refusals logged automatically against member record for tally accuracy
- Scheduling change notifications sent to affected crew the moment a change is made
- Leave and trade request status updates pushed to requestors and approvers
- Count due and inventory reorder reminders to responsible members
- Administrator-configurable notification rules per event type
- In-app notification centre plus mobile push on iOS and Android
- Full callout history — who was contacted, in what order, what they responded, when
Notifications
Who gets notified and why
OT Callout
Shift 4 needs one Captain from the 24hr OT list. Sent only to the next eligible members.
Sent to: A. Morrison, T. Brophy
Leave Approved
Vacation request for Apr 18 approved by Deputy Chief.
Sent to: M. Henderson
Count Due Reminder
Drug count still needs to be submitted for Engine 1 on Shift 3.
Sent to: on-duty crew assigned to Engine 1
Trade Request Update
Trade request for Apr 22 is waiting on officer review.
Sent to: requester and approver
How Automated Callouts Work
From vacancy to filled shift. Without an officer making a single phone call.
The manual callout process — working down a list, leaving voicemails, waiting for callbacks, updating a spreadsheet — costs your department real time every time there is a vacancy. PlatoonAware replaces it with an automated sequence that runs according to your department's rules and records every outcome.
Vacancy identified
A sick booking, leave approval, or short roster triggers the need for OT coverage. The system identifies the shift, position, and requirements automatically.
Eligible queue built
PlatoonAware filters the OT list to members eligible under your CBA rules — tally hours, rank, certification, max hours, and any department-specific exclusions applied automatically.
Notification sent
A push notification goes to the first eligible member. They see the shift details, position, and can accept or decline directly in the app — no phone call required.
Outcome recorded
Accept, decline, or no response — each outcome is timestamped and logged. The queue advances on decline. When someone accepts, the shift is filled and the record is complete.
Every callout is audit-ready before a grievance ever gets filed.
Because every notification, response, and queue position is automatically logged with timestamps, you have a complete, defensible callout record for every vacancy — without any manual documentation. When a union rep asks what happened, the answer is already in the system.
Audit History
Every change is logged. Every decision has context.
PlatoonAware maintains a complete audit trail across scheduling changes, OT decisions, member record updates, and administrative actions. When something needs to be explained — to a union rep, a chief, or a regulator — the answer is already in the platform.
- Complete change log across scheduling, OT, and member records
- Reason capture required on sensitive changes
- Administrator and officer action history always accessible
- Timestamps on every entry
- Exportable audit records for grievance response or external review
Audit History
A clear record of what changed
Apr 9 · 08:47h
OT assignment recorded
T. Brophy assigned to Shift 4 coverage after A. Morrison declined.
Reason: next eligible by tally
Apr 8 · 14:32h
Leave approved
M. Henderson approved for Apr 18 vacation.
Approval captured with officer name and timestamp
Apr 7 · 06:11h
Minimum staffing updated
Thursday minimum adjusted from 5 to 4 because of training overlap.
Reason entered before save
Compare Alternatives
See how these features compare against other fire department software.
Scheduling Workflows
Explore the day-to-day scheduling workflows in more detail.
If your department is searching for specific scheduling workflows instead of a broad software page, start here. These pages go deeper on the daily roster, shift trades, vacation bidding, sick booking, and course scheduling workflows that officers and members deal with constantly.
Built For Your Department
Your SOGs. Your union language. Your subscription.
No two departments operate the same way. PlatoonAware lets you configure shift names, rank structures, role labels, and module access to match your SOGs and collective agreement. Your subscription includes only the modules your department actually uses.
Configurable Workflows
Configure shift structures, rank labels, and role names to match your department's actual language.
SOG & Contract Language
Union contract terms and department SOGs are reflected in how workflows are named and enforced.
Module-Based Subscriptions
Subscribe to the modules your department uses. Add more as your needs grow.
Always Updating
New features are released continuously. Subscribers get access to new capabilities as they ship.
Custom Department URL
Every department gets their own PlatoonAware workspace address. Custom domains are available as a separate manual setup coordinated by the PlatoonAware team.
Canadian-Built
Built in Canada with Canadian privacy expectations and data residency in mind.
Department-Specific Scheduling Workspace
Start your rollout with a guided demo or join for official release access.
Book a guided walkthrough to see how PlatoonAware fits your department, or start the signup process for official release access. We explain current rollout timing and next steps after you click through.