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

To add a member to a schedule, enter their email address in the text box at the bottom of the member list and click the “Add” button. If the email address entered does not yet have an On-Call Optimizer account, the user will be invited to created one (subject to the the auto-send invitations setting).

To remove a member from a schedule, click the trash-can icon to the right of the member’s name in the member list. When removing members you must ensure that the schedule still has at least one assignable member and at least one member with the Admin role. If these conditions cannot be met, the remove icon will not be visible.

Member synchronization for schedules linked to an on-call product

When an On-Call Optimizer schedule is linked to a schedule in an external on-call product the member list is synchronized from the linked schedule and On-Call Optimizer’s behaviour for member addition and removal differs from above as follows:

• Additional members can be added to On-Call Optimizer with any of the supported roles (e.g. for administration or schedule visibility), but cannot be marked assignable and will not be synchronized back to the linked schedule. To add a member eligible for assignments to the schedule they must be added to the linked schedule directly.
• Members added to the linked schedule will be synchronized into On-Call Optimizer within an hour of their addition.
  • By default the added member will be marked assignable when they are added to the On-Call Optimizer schedule.
  • The exception is when the member was added directly in On-Call Optimizer prior to being added to the linked schedule, in which case they remain un-assignable until the setting is explicitly changed.
  • If the added member does not match an On-Call Optimizer account an invitation will be generated and handled according to the state of the auto-send invitation emails setting.
• Members synchronized from the linked schedule cannot be removed from the On-Call Optimizer 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, even if the member was originally added via On-Call Optimizer directly.

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.

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. 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), but are not able to make any changes to the schedule’s configuration or assignments.