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Set up a new on-call schedule

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Set up a new on-call schedule

You can use the on-call scheduling wizard to add a new on-call schedule.

Before you begin

Role required: rota_admin or admin


  1. Navigate to On-Call Scheduling > Administration > Create New Schedule.
    The first page of the wizard opens where you define the basic information for your schedule.
  2. Answer the questions, and then click Next.
    Table 1. Basic info questions
    Question Description
    What would you like your schedule's name to be? The friendly name users see when they view the rotas.
    Which group does this schedule apply to?

    The group this on-call schedule affects. Only members of this group can be added to this schedule's rosters.

    A group is not allowed to have overlapping schedules. For example, if a group has a 24x7 schedule, you cannot create another schedule for the same group. However, for a group with an 8 A.M. to 8 P.M. schedule, you can create an 8 P.M. to 8 A.M. schedule.

    When would you like your new schedule to begin? The starting date for the on-call schedule. By default, this value is set to the current date.
    The Schedule Definition page opens.
  3. Answer the questions, and then click Next.
    Table 2. Schedule definition questions
    Question Description
    Would you like to use an existing schedule? Select Yes, and then select one of the predefined options in the next question. Select No to set up the schedule's configuration manually.
    What type of schedule would you like to use?

    Some options are available in the base system, for example, 24x7, Workday 8-5. Select the value to base your schedule on. This question appears only if you answer Yes to the first question.

    The logged-in user's time zone is used to build these schedules. If the logged-in user does not have a time zone specified, the system time zone is used.

    The following questions appear if you answered No to the first question.
    What would you like your new schedule's name to be? The friendly name of the schedule that appears on the On-call calendar page.
    Is the shift for this schedule all day? Option for indicating whether each shift is a 24-hour shift. If you select Yes, the shift start time is reset to 00:00:00 and the end time is no longer required.
    When must the shift for your new schedule start? The time of day the shift is scheduled to start. For a 24-hour shift, this is set to 00:00:00.
    When must the shift for your new schedule end?

    The time of day the shift is scheduled to end. The start and end time represent one shift, and the date is only different if the shift spans midnight.

    For example, for the 8 A.M. to 8 P.M. shift, the start is 2014-01-01 08:00:00 and end is 2014-01-01 19:59:59. For the 8 P.M. to 8 A.M. shift, the start is 2014-01-01 20:00:00 and the end is 2014-01-02 07:59:59.

    This field is available only for shifts that are not 24-hour.

    In which time zone does your schedule apply? By default the logged-in user's time zone is selected. If the schedule needs to be set up in a different time zone, change the value.
    How often does 1 shift repeat?

    The days that the shift repeats, such as Daily, Weekly, or Every Weekday (Mon-Fri). Several options are listed by default. If the value needed is not in the list, select the closest match and manually edit it after the on-call schedule is generated.

    The repetition interval determines how long it takes to rotate each member in the schedule. For example, if you select Daily, then each member's shift in the schedule rotates daily. If you select Weekly, then each shift continues for a week before rotating to the next member in the roster.

    The wizard does not provide a monthly or yearly option. Although you could create a monthly or a yearly shift by editing the schedule manually, this is not advised. It is hard to determine the on-call person over a long period of time. In this case, create a yearly or a monthly schedule with only one roster and one member so that the same person is always on-call. Any exceptions can be made as a one-time change in the roster.

    The values on this page must meet the following guidelines before you can continue.
    • The start of the shift must be before the end.
    • The schedule configuration must not overlap an existing schedule for the same group.
    • The values in shift start, end, and repeat fields must not create an overlapping schedule.
    The Escalations and notifications setup page opens.
  4. Answer the questions, and then click Next.
    Table 3. Escalation and notification settings
    Question Description
    How many duty rotations are there in your on-call schedule? The simplest on-call schedule contains only one roster. Selecting more than one generates multiple rosters with the same members shifted by one position in each.
    Which members would you like to be in your schedule? Select from the people in the group that you entered on the Basic Information page.
    How many reminders should be sent out before escalating? When escalations are configured for this group, the system first sends the number of reminders designated here before notifying the backup personnel.
    How long should we wait until sending the next reminder? By default, there is a 15-minute wait before the next reminder is sent. If the needed value is not available, select the closest match and edit the roster to update the number of reminders after the on-call schedule is generated.
    Enable calendar subscriptions to be sent on rota creation? Select Yes to send a notification to members of this rotation with a link to subscribe to their on-call calendar. The notification can be sent using the Send Subscriptions button on the rota. This action sends an email with a calendar link to the rota member, which they can use to subscribe to the on-call calendar.
    The following results occur.
    • An on-call schedule is created.
    • A roster is created for the number of duty rotations specified.
      • Each roster follows the specified schedule.
      • A lineup of the selected members from the group is created. For multiple duty rotations, the order of the members is offset by 1 to prevent scenarios where users are scheduled as their own backup during an escalation.
      • Escalation settings are created.