On-Call Scheduling

IT-Conductor’s On-Call Scheduling feature provides flexible shift and rotation configurations to meet organizational needs. Users can define multiple shifts per organization and set up "rotations" for on-call rosters specific to different time zones. The monthly and weekday schedules ensure accuracy in scheduling. Moreover, it integrates seamlessly with time-off schedules, incorporating time-off requests and other calendar events into on-call shift assignments.

Furthermore, it is fully integrated into IT-Conductor's notification architecture, enhancing communication efficiency. Shifts can be utilized as notification targets within subscriptions and as recipients for various functionalities, including activity log delivery and reports, facilitating comprehensive monitoring and reporting within the IT infrastructure.

Configure On-Call Scheduling in IT-Conductor

To configure on-call scheduling in IT-Conductor, follow the instructions below.

Create New Shift

1. Visit service.itconductor.com and enter your login credentials.

2. Navigate to Management→ Notification → On-Call Scheduling.

3. Click to create a new shift.

Figure 1: On-Call Scheduling Actions Panel Page

1. Fill out all the necessary information in the Create Shift Management wizard. Once completed, click to save.

Figure 2: Create Shift Management Wizard

• Name - refers to the name of the shift being created.

• Description - refers to a brief explanation of the shift.

• Reminder - mark this box to receive email notifications about the shifts. If you don’t wish to be notified, leave this unchecked.

1. Verify if the newly created shift was added to the On-Call Scheduling actions panel.

Figure 3: Newly Added Shift in On-Call Scheduling Actions Panel Page

Create Shift Rotation

Shift Rotation typically represents a time zone-specific roster. The time schedules are defined on this level.

1. Click the recently created shift, and click Shift Rotations.

Figure 4: Create a Shift Rotation

1. Click to create a new shift rotation.

Figure 5: Existing Shift Rotations within a Shift

1. Fill out all the necessary information in the Create Shift Rotation wizard. Once completed, click to save.

Figure 6a: Create Shift Rotation Wizard (Main Fields)

• Name - refers to a descriptive name for the new rotation system.

• Description - refers to a brief explanation of the rotation system.

• Frequency - refers to the frequency of the rotation. This can be hourly, daily, weekly, monthly, quarterly, or yearly.

• Priority - refers to the shift's assigned priority level, ranging from 0 (the highest priority) to lower priorities (1, 2, 3, etc). When resolving time overlaps, higher-priority rotations take precedence, ensuring that members assigned to these rotations always occupy the full-time slot. Members assigned to lower-priority rotations may have their time slots shortened to accommodate higher-priority rotations.

• Start Date - refers to the period for which you will use this shift rotation.

1. Click in the Time Restrictions section to fill in the time restrictions. Then click in the Add Row pop-up window to add a row to the time restrictions table.

Figure 6b: Create Shift Rotation Wizard (Time Restrictions)

• From Day - refers to the day that the shift begins.

• From Time - refers to the time that the shift begins.

• To Day - refers to the time that the shift ends. You may leave this blank if the shift ends on the same day.

• To Time - refers to the time that the shift ends.

Note:

• Time restrictions are established to configure rotation time slots. For instance, time slots for each weekday are defined in a daily rotation. These slots may contain gaps, which can be filled by other rotations, ensuring continuous coverage throughout the schedule.

• All times are interpreted in the shift’s time zone to reduce mental complexity.

1. Once completed, click or the Create New Shift Rotation icon to save.

Figure 6c: Create Shift Rotation Wizard (Saving)

1. Verify if the newly created rotation shows up on your shift schedule. You may create more rotations depending on your team's schedules and time zones.

Figure 7: Shifts Rotation Calendar

Add Members to Shift Rotation

1. Select the shift rotation, then click Edit Participants.

Figure 8: Manage Rotation Participants

1. Select the members of your organization that you’d like to add to this shift rotation.

Figure 9: Edit Shift Members

1. Click the Save button to continue.

By creating a Shift and adding members, you’re creating a subscriber group that you can use when selecting targets for creating subscriptions.

Figure 10: Using Shifts as Subscriber Groups

Please refer to our Notification Subscription documentation for more information.

View Shift Calendar

Once you’re done creating all the necessary shift rotations and adding team members, you may navigate back to the shifts screen and select one to see the calendar.

The shift rotations are located on the left side, and they’re organized based on their priority. You can use this calendar to see how the shift rotations work with each other. You may also navigate back and forth in time by using the arrows.

Figure 11: Weekly Shift Rotation’s Calendar

To access individual on-call assignments, click on any colored blocks. Then click Modify.

Figure 12: View Individual Events in the Rotation

Edit the start or end time for that specific event as shown in Figure 12 or mark the Notify check box to notify the user before their shift.

Figure 13: Modify Individual Events

Related Information

• Calendar Events

Video

IT-Conductor Demo - Setting Up On-Call SchedulingYouTube