Shift schedules
💡 This module is an optional extension and must first be activated.
At this point, you can create and manage shift schedules. Each shift schedule can contain any number of shifts with any number of participants. The shift schedules themselves can be active permanently or alternately on a weekly basis. In the event of an alarm, only those participants who are assigned to an active shift are alerted.
If none of the shift schedules is active at a given time, all participants are released for alerting again.
The times defined within a shift (e.g. 09:00 am to 05:00 pm) are always processed with the current time zone of the organization (default: "Europe/Berlin").
To create a shift schedule, click on the button "CREATE SHIFT SCHEDULE" under Configuration > Shift Schedules.
Assign an individual name for the entire shift schedule here. A shift schedule can contain several shifts that can be active at individual times.
Each individual shift is given a name, a color, and participants who belong to this shift. A start date is used to configure when a shift schedule should be active. For example, you can select the Monday of the current week here. The shift length specifies the number of weeks a shift should run. If you enter e.g. 2 weeks here, you can configure the next 14 days under "Select weekdays". Your shift then repeats with these weekdays every 14 days.
Via Start time and End time, you enter the desired start or end time. These times are processed in the time zone of your organization (default: "Europe/Berlin"). You or an organization administrator can change this in the organization settings.
For later use within an alarm in Escalation mode or in Full escalation, you can link multiple shift schedules together in the "Escalations" tab and put them in the desired order.
💡 These do not have to be active and can contain any number of shifts.
In an alarm in escalation mode, the participants of the first shift schedule, and thus the first escalation level, are first used as the set of possible participants for the available positions. If this quantity is exhausted and there are still positions unfilled in the alarm, the quantity of possible participants is supplemented by the participants of the second shift schedule, and thus of the second escalation level. This procedure is repeated until all positions are filled, or no more participants are available.
In an alarm in full escalation mode, all participants in the first shift schedule, and therefore the first escalation level, are alerted immediately if they are eligible for the available positions. After the specified waiting time has elapsed, the system checks whether any positions in the alarm are still unfilled. If this is the case, all participants in the second shift schedule, and therefore the second escalation level, are also alerted. This procedure is repeated until all positions are filled, or no more participants are available.
Escalations created can only be used in full escalation if the corresponding option is activated and valid waiting times are entered. However, escalations created for full escalation can also be used in escalation mode. In this case, defined waiting times are ignored.
Select CREATE ESCALATION and give the model a unique name. Then drag the respective shift schedules from the left-hand side to the right-hand side and place them in the desired order. You can remove selected shift schedules from the escalation in the same way.
To make it easier to distinguish between the shift schedules, you will see a selection of the assigned participants directly below the name of the shift schedule.
If you are satisfied with the selection and order of the escalation, save the escalation via the CREATE button and return to the overview.
With shift groups, individual participants can be organised in predefined groups. This is particularly helpful if you use several shift schedules, with the same participants. Instead of the individual participants, you add the shift group to the shift schedules. This way, the participants only have to be maintained once in the shift group. Changes to the shift group automatically affect all shift schedules in which the shift group is used.
In addition to individual participants, labels can also be added to a shift group. This has the advantage that new participants to whom the corresponding label is assigned are automatically added to the shift group too.
💡 In combination with a pausable label, it is even possible for participants to enter and exit a shift group and thus also a shift schedule on their own.
If a shift group is already being used in a shift schedule, it cannot be deleted, as otherwise the shift schedule might not have any participants and would not work properly anymore.
At this point, you can create and manage shift schedules. Each shift schedule can contain any number of shifts with any number of participants. The shift schedules themselves can be active permanently or alternately on a weekly basis. In the event of an alarm, only those participants who are assigned to an active shift are alerted.
If none of the shift schedules is active at a given time, all participants are released for alerting again.
The times defined within a shift (e.g. 09:00 am to 05:00 pm) are always processed with the current time zone of the organization (default: "Europe/Berlin").
Create shift schedule
To create a shift schedule, click on the button "CREATE SHIFT SCHEDULE" under Configuration > Shift Schedules.
Assign an individual name for the entire shift schedule here. A shift schedule can contain several shifts that can be active at individual times.
Each individual shift is given a name, a color, and participants who belong to this shift. A start date is used to configure when a shift schedule should be active. For example, you can select the Monday of the current week here. The shift length specifies the number of weeks a shift should run. If you enter e.g. 2 weeks here, you can configure the next 14 days under "Select weekdays". Your shift then repeats with these weekdays every 14 days.
Via Start time and End time, you enter the desired start or end time. These times are processed in the time zone of your organization (default: "Europe/Berlin"). You or an organization administrator can change this in the organization settings.
Escalations
For later use within an alarm in Escalation mode or in Full escalation, you can link multiple shift schedules together in the "Escalations" tab and put them in the desired order.
💡 These do not have to be active and can contain any number of shifts.
In an alarm in escalation mode, the participants of the first shift schedule, and thus the first escalation level, are first used as the set of possible participants for the available positions. If this quantity is exhausted and there are still positions unfilled in the alarm, the quantity of possible participants is supplemented by the participants of the second shift schedule, and thus of the second escalation level. This procedure is repeated until all positions are filled, or no more participants are available.
In an alarm in full escalation mode, all participants in the first shift schedule, and therefore the first escalation level, are alerted immediately if they are eligible for the available positions. After the specified waiting time has elapsed, the system checks whether any positions in the alarm are still unfilled. If this is the case, all participants in the second shift schedule, and therefore the second escalation level, are also alerted. This procedure is repeated until all positions are filled, or no more participants are available.
Escalations created can only be used in full escalation if the corresponding option is activated and valid waiting times are entered. However, escalations created for full escalation can also be used in escalation mode. In this case, defined waiting times are ignored.
Create escalation
Select CREATE ESCALATION and give the model a unique name. Then drag the respective shift schedules from the left-hand side to the right-hand side and place them in the desired order. You can remove selected shift schedules from the escalation in the same way.
To make it easier to distinguish between the shift schedules, you will see a selection of the assigned participants directly below the name of the shift schedule.
If you are satisfied with the selection and order of the escalation, save the escalation via the CREATE button and return to the overview.
Shift groups
With shift groups, individual participants can be organised in predefined groups. This is particularly helpful if you use several shift schedules, with the same participants. Instead of the individual participants, you add the shift group to the shift schedules. This way, the participants only have to be maintained once in the shift group. Changes to the shift group automatically affect all shift schedules in which the shift group is used.
In addition to individual participants, labels can also be added to a shift group. This has the advantage that new participants to whom the corresponding label is assigned are automatically added to the shift group too.
💡 In combination with a pausable label, it is even possible for participants to enter and exit a shift group and thus also a shift schedule on their own.
If a shift group is already being used in a shift schedule, it cannot be deleted, as otherwise the shift schedule might not have any participants and would not work properly anymore.
Updated on: 21/03/2024
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