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View the on-call calendar

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View the on-call calendar

View a graphical representation of on-call schedules in the calendar or timeline view to edit, or manage a shift.

Before you begin

Role required: rota_admin, admin, itil, or rota_manager.

About this task

For a user group, the calendar view displays all shifts for a selected time interval. The timeline view displays the shift members that are grouped by shifts. In the timeline view, all time-off requests are grouped separately. For information on editing the shift details, refer to Edit shift details from On-Call calendar. For information on managing a shift, refer to Manage a shift.

Procedure

  1. Navigate to On-Call Scheduling > On-Call Calendars.
    The calendar view of shifts is displayed for a month with the current day highlighted.
  2. Perform any of the following steps if required.
    OptionProcedure
    Navigate between the calendar view and the timeline view of shifts In the title bar, click the calendar icon (calendar icon) or the timeline icon (timeline icon)
    View the calendar for a day or week In the title bar, click Day or Week.
    Note: In the timeline view, you cannot view the calendar for a month.
    View events for the current day, week, or month In the title bar, click Today.

    For example, when you click Month in the title bar and click Today, you can view the calendar for the current month.

    Navigate to the previous or the next occurrence of the interval selected in the title bar In the title bar, click the left or the right arrow next to Today (Next and previous date icon).

    For example, when you click Month in the title bar and click the arrows next to Today, you can view the calendar for the previous or next month.

    View the event of any specific day, week, or month In the title bar, click calendar icon and select the specific date.

    For example, when you click Month in the title bar and select a date from the calendar, the shifts for the respective month are displayed on the calendar.

    View the list of navigation shortcuts that help you navigate quickly through the calendar In the title bar, click the keyboard shortcuts icon keyboard icon.
    Configure the view of the calendar
    1. In the title bar, click the toggle filters icon toggle filters icon
    2. From the list under Calendar Display, select the group for which you want to view the schedule.
    3. From the list under Timezone, select the timezone for which you want to view the schedule.
    4. To show gaps in the calendar, under the Review options section, enable the Show gaps toggle bar. Gaps on an on-call schedule occur if no one is on-call when the support coverage is required. Possible reasons for gaps are:
      • Time-off without coverage.
      • User has been moved out of the group.
      • User is marked as inactive.

      For information on resolving gaps and conflicts, see Resolve pending actions of a shift.

      Note: An info icon is displayed for all shifts with gaps. You can click the info icon to view those gaps.
    5. To show conflicts in the calendar, under the Review options section, enable the Show conflicts toggle bar.

      For example, a conflict is possible if the same user is assigned as primary and secondary point of contact for a shift.

      Note: An info icon is displayed for all shifts with conflicts. You can click the info icon to view those conflicts.
    6. To show working hours of the primary and secondary rosters, under the Shifts section, enable the Working Hours toggle bar.
    7. To save your configuration settings, click the favorite icon (favorite icon), specify the preferences in the Create Favorite window, and click Done.
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