Creating a New Schedule

A schedule defines who is on call and when. Each schedule belongs to a team and is built around a shift pattern and a set of assigned members. As you configure the schedule, a live Rotation Preview shows how shifts will be distributed before you save.

1. Navigate to the Schedules tab and click Create new schedule in the top-right corner.

2. In the Schedule modal, expand Schedule Info and fill in the following:

   • Schedule name — Enter a descriptive name (e.g., Primary, Secondary, Weekend Coverage).
   • Timezone (IANA) — Select the timezone the schedule operates in (e.g., Eastern Time (New York)). All shift times will be interpreted in this timezone.
   • Start at — Select the date the schedule becomes active.

3. Click Shift Settings to expand and configure the shift pattern. First, select the shift frequency:

   • Daily — Shifts rotate on a daily basis.
   • Weekly — Shifts rotate on a weekly basis.

   Then choose whether to enable Rotational (24h): If Rotational (24h) is enabled, the on-call member has full 24-hour coverage per shift. Configure:

   • Daily + Rotational: Handoff Time — The time of day when the shift hands off to the next member.
   • Weekly + Rotational: Handoff day — The day of the week when the shift rotates. Handoff Time — The time of day the handoff occurs.

   If Rotational (24h) is disabled, shifts cover a defined time window rather than a full day. Configure:

   • Daily + Non-rotational: Start Time and End Time — The active hours of the shift each day.
   • Weekly + Non-rotational: Start Day, End Day, Start Time, and End Time — The days and hours the shift covers. Additionally, select a Change shift pattern:
     • Day span — A single continuous block spanning from Start Day/Time to End Day/Time.
     • Daily window — The same time window repeats on each day within the span.

4. Click Select Members to assign team members to the rotation. Members will rotate through shifts in the order they are added.

5. Review the Rotation Preview on the right side of the modal. It displays:

   • Rotation Cycle — How many days before the rotation repeats.
   • Shift Duration — Total hours per person per shift.
   • Coverage — Percentage of time covered, with a warning if gaps are detected.
   • Members — Number of members assigned to the rotation.
   • A calendar view of the rotation showing each member's shift blocks. You can drag and drop shift blocks directly on the calendar to adjust assignments before saving.

6. Once the rotation preview looks correct, click Create Schedule.

Adding & Managing Members in a Schedule

Members assigned to a schedule are drawn from the team the schedule belongs to. Team membership is managed separately from the schedule itself, so members must be added to a team before they can be assigned to that team's schedule.

Adding Members to a Team

1. Navigate to Administration → Teams and click the team you want to manage.
2. In the team settings page, click Members.
3. Click Add members in the top-right corner.
4. In the Add Members modal, search by name or email address and select the members you want to add.
5. Click Add [N] member(s) to confirm.

Note: Only users who have been invited to and activated their Vibe OnCall account will appear in the member search.

Adding Members to a Schedule

Once team members are in place, you can assign them to a schedule's rotation: