Members

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.

Auto-send invitation emails

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.

Adding and Removing Members

Schedules linked to an on-call product

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.

• Additional members can be added directly in On-Call Optimizer with any of the supported roles (e.g. for administration or schedule visibility), but will not be assignable as they cannot be synchronized back to the linked schedule.
• Members added to the linked schedule in the external product will be synchronized into On-Call Optimizer within an hour.
  • New members are marked assignable by default when they are added to the On-Call Optimizer schedule.
  • Members who were originally added in On-Call Optimizer (and are therefore currently un-assignable) will remain in that state even if they are later added directly to the linked schedule, however once their addition has been synchronized into On-Call Optimizer they can then be marked as assignable.
  • New members in the linked schedule which do not match an existing On-Call Optimizer account will cause an invitation to be generated. If the auto-send invitation emails setting is disabled the invitation will remain unsent until manually triggered via the button under the member list.
• Members synchronized into On-Call Optimizer from the linked schedule cannot be removed in On-Call Optimizer, you must remove them from the linked schedule.
  • To prevent a member present in the linked schedule from being assigned future shifts, mark the member as un-assignable.
• Removal of a member from the linked schedule will cause the member to be removed from the On-Call Optimizer schedule as well.

Schedules not linked to an on-call product

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.

Adding a member

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.

• If the email address entered does not yet have an On-Call Optimizer account, the user will be invited to create one (subject to the the auto-send invitations setting).
• If the schedule is linked to an on-call product, the member will not be assignable in the schedule (as described above).

The default role for newly added members is also called Member. The role can be changed via the member list once added.

Removing a member

To remove a member from a schedule, click the trash can icon to the right of the member’s name in the member list.

• The last member with the Admin role cannot be removed from the schedule.
• Members synchronized into On-Call Optimizer from a linked schedule must be removed in that schedule (as described above).

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).

Member List

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.

Properties

Invited

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.

Assignable

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.

• Members default to being assignable when added to the schedule, but this can be changed using the toggle next to the member’s name in the member list.
• Members added directly to an On-Call Optimizer schedule that is linked with an external schedule in an on-call product cannot be marked 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.

Roles

Schedule Admin

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.

Schedule Member

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.

Schedule Viewer

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.