Each schedule in On-Call Optimizer has one or more members who can be assigned to shifts. Additional members not eligible for assignment in the schedule can also be added in order to grant them permissions to view or administer the schedule.
The “Members” tab within a Schedule shows the list of members for the schedule along with their current role and properties.
By default, On-Call Optimizer will automatically email invitations to new members when they are added to the schedule. This can be disabled by toggling the setting at the top of the “Members” tab to off.
When auto-send of invitations is disabled, invitation emails will only be sent to members when explicitly triggered using the button below the member list.
On-Call Optimizer schedules linked to a schedule in an external on-call product synchronize their member list from that schedule in order to ensure shifts are assigned to members matching the configuration of the linked schedule.
In most cases you should make any necessary additions and removals of members in that product and On-Call Optimizer will adopt the change the next time the schedules are synchronized.
When a schedule is not linked to a schedule in an external on-call product you can add and remove members directly to and from the schedule in On-Call Optimizer as described below.
To add a member to a schedule, enter their email address in the text box at the bottom of the member list and clicking the “Add” button.
The default role for newly added members is also called Member. The role can be changed via the member list once added.
To remove a member from a schedule, click the trash can icon to the right of the member’s name in the member list.
Removing a member prevents their inclusion in any future assignments, but does not remove them from any previously assigned shifts (including previously assigned shifts that are still to occur in the future).
The first and second columns of the members list show the invitation and calendar availability state for each member of the schedule. A description of each state can be shown by hovering over the icon(s) for any particular member or consulting the references below:
Invitation
The first column (titled Invite?
) shows whether an On-Call Optimizer account exists for the member. The possible icon states are:
Calendar The second column (below the calendar icon) shows whether availability information is available for the member. The possible icon states are:
The third column shows the member’s name or email address.
The fourth and fith columns allow configuration of the member’s assignment state and role in the schedule as described below.
The final column in the list contains actions (such as the remove icon) that may be available related to the member.
On-Call Optimizer supports adding members to a schedule without inviting them to share their calendars which can be useful when testing configuration and assignments of a new schedule type. To use this functionality, ensure the auto-send invitations setting is disabled and then clear the checkbox to the left of the member’s name in the member list.
The boolean assignable
property is configurable on each member of a schedule, regardless of role, and determines whether the member will be included in the assignment
of future shifts for the schedule.
assignable
as they do not
exist in the linked schedule. After you have added the member to the linked schedule, the assignable
setting can then be updated to include the member in future
assignments.A typical use case for marking a member unassignable is to allow a user to view or manage a schedule without participating in the schedule themselves.
Schedule admins have full access to the schedule and can perform all actions available to members. The user who creates the schedule becomes the first schedule admin and can add further members as required. It is recommended to configure at least 2 admins per schedule.
Organization owned schedules are only deletable by a schedule admin when the Manage Schedules
permission has been granted
to organization members. If this permission is not granted, the schedule will only be deleteable by organization admins.
Member is the default role for newly added members of a schedule. Members are able to make changes to the configuration and assignments of the schedule, but cannot remove or delete the schedule.
Members in the viewer role can participate fully in the schedule (including being assigned shifts and participating in swaps), but are not able to make any changes to the configuration of the schedule itself and cannot change or initiate new assignments other than by using the swap functionality.
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