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Create an on-call schedule

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Create an on-call schedule

Use an on-call schedule to define shifts and rosters.

Before you begin

Role required: rota_admin or admin

Procedure

  1. Navigate to On-Call Scheduling > Create New Schedule.
    The Basic info form of the Create On-Call Schedule wizard is displayed.
  2. Define the general information for a schedule and click Next.
    Table 1. Basic info form fields
    Question Description
    Which group does this schedule apply to?

    Group that you are creating an on-call schedule for. Only members of this group can be added to this schedule's rosters.

    A group can have overlapping schedules. For example, if a group has a 24x7 schedule, you can create multiple schedules for the same group.

    What would you like your schedule's name to be? Name that a user sees while viewing shifts.
    When would you like your new schedule to begin? Start date for the on-call schedule. By default, this value is set to the current date.
    The Schedule definition form opens.
  3. Define your schedule and click Next.
    Table 2. Schedule definition form fields
    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.

    Other fields
    Note: These fields are displayed only when the Would you like to use an existing schedule? field is set to No.
    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.

    Note: The start of the shift must be before the end.
    The Configure Rotations and Escalations form is displayed.
  4. Specify information about rotations and escalations, and then click Next.
    Table 3. Configure Rotations and Escalations form fields
    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 often are the shift members are rotated?
    Rotation interval Type of the rotation interval.
    Rotate every Frequency of the rotation interval.
    Day of rotation Weekday on which the roster rotation should start. When this field is specified, roster rotation happens based on the specified frequency and the weekday.
    Note: This field is displayed only if the Rotation interval field is set to Weekly.
    Escalation settings
    Escalation policy based on the duty rotations Pre-defined escalation policy based on the number of rosters. Its value is automatically set to Rotate Through Members if a shift has only one roster. The escalation chain goes through all members of that roster. If a shift has more than one roster, its value is Rotate Through Rosters. The escalation chain goes through all the rosters to determine who to notify.
    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.
    The On-Call Group Settings form is displayed.
  5. Specify the On-Call group settings and click Next.
    Table 4. On-Call Group Settings form fields
    Field Description
    Shift managers Users who can manage the shift in addition to group managers, shift admins, and delegated shift managers. You can also select the current group members.
    PTO approval preferences Specifies if an on-call member in the group can create PTO. When set to Default, the value selected for the This property governs if an On-Call user (Not "admin, rota_manager, group manager or rota_admin") is allowed to create PTO (com.snc.on_call_rotation.pto.configuration) property is applied.
    Allow Shift Schedule overlap Specifies if overlapping schedules are allowed for shifts within the group. When set to Default, the value selected for the Configuration to control whether to allow overlapping Shift schedules (com.snc.on_call_rotation.allow_rota_overlap) property is applied.
    Note: Shift overlap is required to have a hand-off period between shifts. With this, multiple shifts can be on-call for the same duration. On-call members from multiple shifts can be contacted.
    Escalation rule on Shift overlap Escalation rule that applies when there is a shift overlap. When set to Default, the value selected for the Escalation rule which applies when Shifts overlap (com.snc.on_call_rotation.escalation_rule_rota_over) property is applied.
    The Notification settings form is displayed.
  6. Specify the notification settings for the On-Call schedule and click Next.
    Table 5. Notification settings form fields
    Field Description
    Send On-Call Reminders If selected, on-call reminders are sent.
    Reminder lead time (days) Lead time for email reminders.
    Note: This field is displayed only when the Send On-Call Reminders check box is selected.
    Enable calendar subscriptions to be sent on Shift creation? Specifies if a notification is sent to members of this shift with a link to subscribe to their on-call calendar. The notification can be sent using the Send Subscriptions button on the shift. This action sends an email with a calendar link to the shift member, which they can use to subscribe to the on-call calendar.
    Coverage interval Specifies if you want to update the subscribed calendar with weekly or daily coverage details.
    Get coverage for Number of weeks or days for which you want to update the subscribed 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.
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