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Create an on-call schedule

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Create an on-call schedule

Create a new on-call schedule or edit an existing one by defining shifts and rosters.

Before you begin

Role required: rota_admin, rota_manager

Procedure

  1. Navigate to On-Call Scheduling > Create/Edit Schedule.
  2. In the Define Schedule, from the Select Group choice list, select the group for which you are defining the schedule.
  3. Choose an existing template for the shifts or create a new shift.
  4. Use Allow Shift Schedule overlap to specify if overlapping schedules are allowed for shifts within the group. For example, if a group has a 24x7 schedule, you can create multiple schedules for the same group. Shift overlap is required to have a hand-off period between shifts so that multiple shifts can be on-call for the same duration.
  5. Select Escalation rule on Shift overlap to specify which shift needs to be notified of an escalation during a shift overlap. You can escalate to an incoming or an outgoing shift, or to all shifts.
    Note: This option is visible only when Allow Shift Schedule overlapis enabled.
  6. Enter field values to define your schedule and click Next Step.
    Table 1. Define Schedule
    Question Description
    Name Name of the shift that appears on the On-call calendar page.
    Would you like to use an existing schedule? Select Yes to use an existing or predefined shift. Select No to create a new schedule.
    Schedule Select the value to base your schedule on. Some options are available in the base system, for example, 24x7, Workday 8-5.

    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.

    Start date The date on which the shift is scheduled to start.
    Specify holidays Select Yes in you want to define holidays for the on-call shift. You can select an existing holiday schedule. Select No if you do not want to specify holidays for this shift.
    Holiday Schedule Specify a holiday schedule for the group
    Additional fields
    Note: These fields are displayed only when the Would you like to use an existing schedule? field is set to No.
    Time Zone The time-zone in which you want to create the shift.
    Is the shift for this schedule all day? Select from the choice-list to specify if this is an all-day shift or otherwise.
    Start The time of day the shift is scheduled to start. The start and end time represent one shift, and the date is only different if the shift spans midnight.
    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.

    Repeats

    The days that the shift repeats.

    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.

    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.
    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.
    Note: Once the schedule is saved, it is added to the list of existing schedules and shows up in the reference
  7. Click Add Shift to add another shift to the schedule if needed.
  8. Use the Members page to specify members for a shift and rosters, and then click Next Step.
    Table 2. Configure Members
    Field Description
    Roster Name Use the edit icon to edit the name of the roster you are adding members to.
    Which members would you like to be in your schedule? Use the slushbucket to add or remove members from Available to Selected.
    Rotation start date Date on which the rotation needs to start.
    Rotation interval Type of the rotation interval.
    Rotate every Frequency of the rotation interval.
    Day of week for rotation Day of the week on which the roster rotation should start. When this field is specified, roster rotation happens based on the specified frequency and the day of the week.
    Note: This field is displayed only if the Rotation interval field is set to Weekly.
    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.
    The Escalation Setup form is displayed.
  9. Use the form to specify escalation settings, and click Next Step.
    Table 3. Escalation Setup steps
    Field Description
    Escalation type Method used to determine who receives an escalation notification. 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. Click Override escalationto change the default setting.
    Catch-All Identifies user/s who receive a notification when none of the on-call users have acknowledged the escalation. It can be none, a group manager, an individual, or all roster members. On selecting Notify Individual, a list of members in that group appears to select the catch-all from. Similarly upon selecting Notify All a list of available shifts appears to select from.
  10. Click Edit Reminder to edit the reminder settings for an escalation.
    Edit Reminder form displays.
  11. Use the form to edit the reminder settings for a schedule.
    Table 4. Escalation Reminder form fields
    Field Description
    #reminders When escalations are configured for this group, the system first sends the number of reminders designated here before notifying the backup personnel.
    Time between reminders 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.
    Time before escalation Define the time to wait before an escalation.
  12. Review the on-call schedule. It is currently in Draft state.
  13. Click Save to save the schedule as a draft. You can always come back and make any necessary changes and use the toggle bar to alternate between draft and publish state.
  14. Check Send subscriptions to send a subscription URL to an on-call member once the shift is published.
  15. After review, and changes if any, click Finish to publish the schedule.
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