How to use the on call rotation generator
- List the people in the order you want them on call, one per line.
- Choose the first shift start date, the number of days per shift and how many shifts to plan. A handoff note such as "Mondays at 9:00 AM" is printed on the page.
- Tick Add a backup to name the next person in line as the backup for each shift.
- Check the notes for fairness, then Download PDF, Print, or Download calendar file (.ics) to import into your calendar.
How the rotation works
The schedule is a simple round robin. The first person takes the first shift, the second takes the next one, and so on down the list. When the list ends, it starts again from the top. Each shift lasts the number of days you set, with the next one starting the day after the last ends, so there are no gaps. A backup, if you turn it on, is the person who is next in line.
If the number of shifts does not divide evenly by the number of people, some people will have one more shift than others. The notes tell you when that happens, so you can plan a longer or shorter schedule. For 12 shifts and 4 people, everyone has 3 shifts. For 12 shifts and 5 people, two people have 3 and three have 2.
Choosing a shift length
Weekly shifts, in which one person is on call for seven days, mean fewer handoffs, while daily shifts spread the load more evenly but need more handoffs. Pick what fits your team. Mark the handoff time clearly, because the dates show days, not hours. The tool shows the weekday for each date, so you can check that shifts start on the day you expect.
The calendar file has one all day event per shift, with the person on call in the title and the backup in the description. Import it into your calendar app, or share it with the team. Because calendar apps differ, check a few dates after importing. Your names and settings can be remembered in this browser if you tick the box, and nothing is uploaded.
What is not modeled
Swaps, vacations, holidays and unavailable days are not handled, so edit the printed list or generate a new one if the team changes. The order of names is the order of the rotation, so put the person who should go first at the top. For a crew based pattern of days and nights, use the rotating shift schedule generator. For a week grid with times, the weekly schedule maker fits, and for household jobs there is the chore chart generator. Rotating players through positions is covered by the sports lineup rotation generator.
Assumptions and limits
- People take turns in the order listed, and the pattern repeats from the first name.
- Every shift has the same length in whole days, from 1 to 60, and shifts follow each other without a gap.
- The backup is the next person in the list. Swaps, time off and holidays are not modeled.
- Dates are calendar dates. The handoff time is a printed note and does not change the dates or the calendar file.
Frequently asked questions
How do I make a fair on call schedule?
Put everyone on the list once, choose one shift length, and plan a number of shifts that is a multiple of the team size. Then everyone has the same number of shifts, and the notes confirm it.
Can I add the schedule to my calendar?
Yes. Download the calendar file (.ics) and import it into your calendar app. Each shift is an all day event with the person on call in the title.
What does the backup column mean?
It lists the next person in the rotation for each shift, who can step in if the person on call is not available.
Does the tool handle holidays or swaps?
No. It makes a regular rotation. If someone swaps a shift or takes time off, edit the printed list or build a new rotation with the updated names.