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How to Set Up Rotations and Shifts

Teams you’ve created in VictorOps may have rotations. A rotation is a recurring schedule with members who take turns being on-duty for the rotation.

A rotation may be used as a step in a team’s escalation policy.

NOTE: being scheduled for a rotation does not necessarily mean that you’re on-call unless the rotation is part of the team’s escalation policy.

There are three different types of shifts available in a rotation: Standard, Follow-The-Sun, and Custom.

Standard Rotation Setup

The Standard rotation setup gives you the ability to schedule extended, contiguous shifts, such as a 24×7 rotation. Handoffs occur after a specified number of days at a set time.

Step 1 – Creating a Standard Rotation:

To create a standard rotation, navigate to the Rotations tab for the team you wish to create this rotation for. This can be found by clicking on Teams in the top navigation bar, then click the Team Name (highlighted in blue), and finally click the Rotations subtab. Click the Add a Rotation button. Give the rotation a name and finally select “Standard.” This will create the rotation and prompt you to create a shift for the rotation:

Step 2 – Creating A Shift for the Rotation:

Now that a rotation has been created, you must add a shift. Start by giving the shift a name. Then specify the shift duration (i.e. after how many days the handoff will occur and the next user will come on call) and the time of day the handoff will occur. Finally, specify when the date of the next handoff will occur. Finally click “Save Shift” to proceed to the final step:

Step 3 – Add Users to the Shift:

With the shift created, you can now add users to the shift. Click the People icon next to the shift that you’d like to add users to, then click the “Select a member to add…” dropdown to reveal members that can be added, and finally select one or more members, these members will be added to the shift in the order they were clicked. When finished, either click “I’m Done, Save this Rotation” to save your work or click “Add Another Shift” to create more shifts. NOTE: When finished, make sure to to click “I’m Done, Save this Rotation” as otherwise your work will not be saved:

NOTE:
The order of the Manage Members Tab is the order in which we hand-off to the next member based on the settings you set in Step 2.


Partial Day Setup

The Partial Day rotation allows you to create a schedule with one or many partial day shifts, to provide coverage for specific time ranges.

A few things to note about Partial Day Rotations:

  • Option for weekly or daily handoff
  • Daily Handoff has a maximum of 12 days
  • If using daily hand off, 7 days will not rotate the same as 1 week
    • The system will hand off 7 days where there are shifts and skips days where there are no shifts (i.e. if the shift is Mon-Fri, the handoff will skip the weekend because there are no shifts on the weekend).

Step 1 – Create a Partial Rotation:

Navigate to the Rotations tab for the team to which you’d like to add a rotation. Then specify a name for your rotation and select “Partial Day.” This will create the rotation and prompt you to create a shift for the rotation:

Step 2 – Creating A Shift for the Rotation:

Now that a rotation has been created, you must add a shift. Start by giving the shift a name. Then specify the on-duty time window for this shift and the shift duration (i.e. after how many days or weeks the handoff will occur and the next user will come on call.) Finally, specify when the date of the next handoff will occur and “Save Shift” to proceed to the final step:

NOTE: Select between daily or weekly handoff in shift set up!

Step 3 – Add Users to the Shift:

Once your rotation is saved you will be prompted to add members to the shift. By clicking the “Select a member to add…” a dropdown will reveal members that can be added. Select one or more members, these members will be added to the shift in the order they were clicked. When finished, you can add another shift to this rotation or set up the Escalation Policy for this rotation.

**NOTE**
The order of the Manage Members Tab, is the order in which we hand-off to the next member based on the settings you have set in Step 2. Each shift, can have its own set of users.


Custom Shift Setup

Custom Shifts give you the ability to set a Custom Day/Time Range, mostly used for weekend coverage.

Step 1:

  1. Add Rotation
  2. Name your Rotation
  3. Select Shift type Custom

Step 2:

  1. Name your Shift
  2. Select your Time Zone (will default to local machine time zone)
  3. Select the Time/Day Range of the shift
  4. Select the Amount of Weeks you would like the handoff to occur
  5. Select Day you would like the handoff to occur
  6. Save Shift

Step 3:

Last step, is to add your members to the shift.

Updated on April 28, 2020

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