Difficulty with On-Call Scheduling Roster Updates

[Jess Stoddard-W]

Recently our Situation Manager on-call group lost a member, and someone else volunteered to take their place in the rotation. I'm trying to update the on-call schedules to reflect this change and seem to have made things worse.

Person 1 (Alice) left our organisation on Friday, August 16. Their next rotation was not scheduled to occur until Monday, September 2nd. Person 2 (Bob) was a member of the Situation Manager group but not a member of the rotation, and offered to take Alice's place in the rotation.

There are two Situation Manager schedules; one for North America Evenings (Monday through Thursday 1500-2359 Central time), and one for North America Weekend Evenings (1500 Friday through 2359 Sunday Central time). I started with the North America Evenings schedule.

There are 12 people in the rotation and it rotates on a 12-week cycle. Order number starts at 100 and goes to 1200. Alice is 1100 in the rotation, and Person 3 (Carol) is 1200. See screenshot titled "Redacted Initial Correct Schedule"

I opened the Rotation Roster (cmn_rota_roster.list) for the on-call schedule. I then clicked the Add button to add Bob, selected the From (starting) date of August 16th as that is the date Alice left, and in the “Add after member” field, entered Person 4 (Dave)'s name. Bob is now after Dave in the rotation with an Order number of 1100, Alice is in Order number 1200 and Carol is now at the bottom with an Order number of 1300. See screenshot titled "Redacted Updated Roster"

Next, returning to the Rotation Roster, I clicked the Remove button, select the From date again, and Alice as the member to remove. After removing Alice from the rotation, somehow the order has shifted and everyone's From date has changed to August 16. Carol has moved to Order 100 and Bob is now at Order 1200. See screenshot titled "Redacted OP at 100"

Finally, returning to the Rotation Roster, I clicked the Move button, selected the From date again, selected “Move after” from the Move Type menu, entered Carol's name in the Member field, and Bob in the Target User field. The rotation order appears correct, but all the Order numbers have shifted up by 100. The first person in the rotation (Harvey) now has an Order number of 200. See screenshot titled "Redacted AT at 200"

I followed the exact same process for the North America Weekends schedule.

Now, the on-call calendar has somehow duplicated the on-call member from last week into this week. Person 6 (Eve) is supposed to be on call starting August 19th with an order number of 1000, but the calendar now shows last week's Person 7 (Frank) in Order 900 as being on-call two weeks in a row, with Person 8 (Gina) as the previous weekend shift situation manager. See screenshot titled "Redacted Current Broken Calendar"

Could anyone please help me figure out how to fix this mess and get everyone back in the correct order?

Additionally, is there a best practice for backing up or taking a snapshot of important on-call calendars so that they can be restored when someone like me makes another foolish blunder?

[Jess Stoddard-W · Accepted solution]

Update: The issue has been resolved. There was a permissions issue surrounding editing the roster.