Step by step guide

Getting Started

• From the JIRA menu bar select the Rosters menu.

Notification Channel Setup

• Setup your Notification Channels on the far top right by selecting:
  

Choose an integration support document below to assist in your setup: 

• Setting up HipChat integration
• Setting up slack integration
• Setting up Email Integration
• Setting up Webhook integration
  
  

Roster Creation

• On the far left hand side select:
  

Choose a Roster Type

Assignment: Choose an Assignment roster to build a roster of on-call users where you can set the sequence of the roster rotation, the roster frequency and shift times. Please see Use Cases for examples.

Team Allocation: Choose a Team Allocation roster if you need to distribute work flow across your service teams. Meaning you can choose to spread the work evenly across your team, or target an individual in a team until they hit a configured threshold. Please see Use Cases for examples.

Assignment Roster Setup

Assignment General Settings

Complete the fields:

• Roster Name: Enter a roster name aligned to the team function. This will appear within the JIRA issue as a drop down selection for assignment.
• Description: Enter a description of the Roster group and their function.
• Projects: Search and select projects that can use this roster.
• Administrators: Search and select users that have permission to change the roster.
• Select Next

Assignment Roster Rotation Settings

Tiers

Each roster must have at least one tier in order to record the rotation information and to add assignees.

Additional tiers are utilised when the primary on-call user does not Acknowledge the issue in a specified time. To add Tiers select 'Add another tier'.

Complete the Sections:

Assignees

• Assignee Order: Search and select the users that will become your roster group. You can drag and drop them once all your users are selected to order the assignment cycle i.e the user at the top of the list will be 1st in the assignment cycle of your roster. 
  
  

Schedule

• Rotation Frequency and Every: This sets the frequency of when users will rotate through the roster. E.g. Set the Rotation Frequency as daily and the first assignable user in the roster will be on-call for 24 hours. Using Every select how long the user will be on-call, e.g If your Rotation Frequency is Weekly and set Every to 2 then that user will be on-call for 2 weeks.
• Start Date & Start Time: The date and time you want the roster to start. Dates/Times entered here are relative to your JIRA user's configured timezone. See Choosing a Time Zone in the JIRA documentation for more information
• Team Shifts: The sets the shift time your team is available to be on-call, e.g If the team only works 5 days a week, 8 hours a day starting at 9am you would enter 5 teams shifts to represent Monday to Friday starting at 09:00 for 8 Hours. If the team is 24/7 then leave Team Shifts empty.
• Assign after: The amount of time before any unacknowledged assignment will be automatically passed to the next tier
  
  

Team Shifts

Assignment Roster Schedule

The Roster Schedule will update in real-time to show you the effective on-call schedule as you configure your roster.

Roster Notification Settings

Please complete if you require Assignment notifications to be sent to teams when issues are created and transitioned. Note: Notification Channels need to be setup before notification setting will have selectable options. 

• Select your channel and enter the correct team room, channel and Email and select CREATE
• A test message will be sent to the room, channel, email provided
  
  

My Notification Settings

Please advise users assigned to the roster to set-up their notifications by selecting on the top far right. Please see Setting up My Notifications for help.

Team Allocation Roster Setup

Team Allocation General Settings

Complete the fields:

• Roster Name: Enter a roster name aligned to the team function. This will appear within the JIRA issue as a drop down selection for assignment.
• Description: Enter a description of the Roster group and their function.
• Projects: Search and select projects that can use this roster.
• Administrators: Search and select users that have permission to change the roster.
  
  

Team Allocation Roster Rotation Settings

Teams

Each roster must have at least one team in order to record the rotation information and to add assignees.

Additional tiers are utilised when the primary on-call team does not Acknowledge the issue in a specified time. To add Tiers select 'Add another tier'.

Complete the Sections:

Team Members

• Team Order: Search and select the users that will become your Team. You can drag and drop them once all your users are selected to order users if the workload distribution option 'cyclical' is selected i.e the user at the top of the list will be 1st in the assignment cycle of your roster if you choose this option. 
  
  

Workload

• Even Workload Allocation: 
  • If selected there will be an even allocation of work (issues) across the team
  • In 'Reassign if unacknowledged' enter the time in minutes before the issue moves to the next Team tier
• Targeted Work Allocation: 
  • If selected will allocate work to a single user until they reach a defined capacity and then move to the next assignee.
  • The date and time you want the roster to start. Dates/Times entered here are relative to your JIRA user's configured timezone. See Choosing a Time Zone in the JIRA documentation for more information
• Team Shifts: The sets the shift time your team is available to be on-call, e.g If the team only works 5 days a week, 8 hours a day starting at 9am you would enter 5 teams shifts to represent Monday to Friday starting at 09:00 for 8 Hours. If the team is 24/7 then leave Team Shifts empty.
• Assign after: The amount of time before any unacknowledged assignment will be automatically passed to the next tier