Who's On — Today's Support Schedule

SERVICES SCHEDULE

After this lesson you will know where the published support-tech schedule lives, how to read who is on for any day, how to put your own shifts into Outlook once so every future schedule lands there on its own, and how to tell at a glance which availability days you still have to answer.

Who is on tonight — and is it in my calendar?

Situation

The two-week support schedule has just been published. You want to know who is covering the late line on Thursday, whether you are on the board that week, and you would rather see your own shifts in Outlook than keep opening the page.

Goal

Open Who's On, step to Thursday, read the answer off the day card, then subscribe your calendar once with Add to Outlook.

Proof

You can name the person on each shift line for that day without asking anyone, and your own shifts appear in your calendar without re-adding anything.

Open Who's On

1. In the sidebar, open Events & Schedule.
2. Choose Who's On.

The page opens on the schedule that is out, with the day card set to today when today is covered, or to the schedule's first day when it is not.

Read the day card

The day card shows one day at a time — one row per shift line, with the name on it:

• the day lines (TS 8am-4pm, TS 10am-6pm, TS 2pm-10pm) and the night line for that day of the week;
• Field Ops Travel, with the location beside the name;
• Vacation, so you can see who is out.

Use the ‹ › arrows to move a day at a time. If a line still needs someone, it shows how many spots are open. Once today is on the schedule, Back to today returns you to it.

Reading a day

1. 1

   Check the top line for the schedule that is out.

2. 2

   Read the day card: one shift line per row, the name beside it.

3. 3

   Step with the arrows, or click a day header in the grid.

4. 4

   Look for your own name — it is highlighted when you are on the board.

Read the two-week grid

Below the day card is the full two-week grid: one row per shift line, one column per day. It is the same picture the team used to receive as a screenshot, except it is live.

• Click any day header in the grid and the day card jumps to that day.
• Your own name is highlighted wherever you appear, so you can find yourself at a glance.

Put your shifts in Outlook

In the top corner of Who's On, beside My availability, is Add to Outlook. Click it and a panel opens with a calendar link that is yours alone. You subscribe once; every schedule that goes out after that shows up in your calendar on its own, with nothing to re-add.

1. In Outlook, open the calendar and choose Add calendar → Subscribe from web (in the desktop app: Open Calendar → From Internet).
2. Back on Who's On, click Copy link, paste it into Outlook, and call the calendar ANC Tech Support.

Under the link box:

• Open in my calendar app hands the link straight to your calendar app.
• Download this schedule (.ics) gives you a one-off file. It will not update — use the subscription for that.
• Reset link makes a new link and the old one stops working. Use it if your link ever gets shared.

The link shows only your own shifts on published schedules: a day shift as a timed event, a night line ending after midnight, and Travel or Vacation days as all-day entries with the location.

Subscribing once

1. 1

   On Who's On, click Add to Outlook.

2. 2

   Click Copy link.

3. 3

   In Outlook: Add calendar → Subscribe from web, paste the link, name it ANC Tech Support.

4. 4

   Done — every published schedule from now on lands in that calendar by itself.

Master schedule in Outlook

Schedule managers can subscribe to everyone’s published shifts, with the technician’s name on each entry. Your personal subscription keeps its own link.

1. On Who’s on, open Add to Outlook.
2. In Calendar, choose Master schedule — everyone’s shifts.
3. Select Copy link.
4. In Outlook on the web, choose Add calendar → Subscribe from web. Paste the link, name it ANC Tech Support — Master Schedule, and subscribe.

From the Support Tech Schedule board, Master schedule to Outlook opens this panel directly.

Keep the link private. It works while your account is active and you have schedule access. Reset link replaces only the selected calendar’s link, and Outlook will need that new link. Your other subscription is unaffected. Switching the Calendar selector does not change a subscription already added to Outlook.

Subscribe to the master schedule

• Choose Master schedule — everyone’s shifts and copy its link.
• Subscribe from web in Outlook and name the calendar ANC Tech Support — Master Schedule.
• Check that the entries include technician names.
• Use Who’s on when you need the latest published change immediately.

Go to your availability and back

• My availability in the corner takes you to your own yes-or-no page.
• On that page, pick the schedule that is out and a See who's on link brings you straight back to the board.

Your answered days change colour

On My Availability, a day changes colour the moment you answer it, so what is left to fill is visible at a glance:

• green when you said Available;
• grey when you said Off;
• a lighter green when only some of the lines on that day have an answer;
• white when nothing has been said yet.

The count at the top of the page keeps score — "3 of 7 days answered" — so you can see when you are done.

Run it once

• Open Who's On from Events & Schedule and confirm the schedule that is out.
• Step forward two days with the › arrow and read every shift line.
• Click a day header in the Week 2 grid and confirm the day card follows.
• Find your own name on the board, or confirm you are not on it that week.
• Click Add to Outlook, copy the link, and subscribe in Outlook as ANC Tech Support.
• Open My availability, answer one day, and watch it change colour.
• Pick the published schedule and use See who's on to return to the board.

Check yourself

You open Who's On and it says 'Nothing is out for today yet — this schedule starts Sunday Sep 13.' What does that mean?

AThe schedule failed to load and you should ask for a screenshot.BA schedule is published, but today falls before it starts; the day card opens on its first day.CYou are not on the board, so nothing is shown.

Check yourself

You want next month's schedule to appear in Outlook without doing anything. Which option under Add to Outlook do you use?

ADownload this schedule (.ics) — it is a copy of the current schedule.BCopy link, then Subscribe from web in Outlook — every published schedule shows up on its own.CReset link — it refreshes the calendar.

Key takeaways

• Who's On sits under Events & Schedule and every technician can open it.
• The day card shows one day at a time; the arrows and the grid's day headers move it.
• The two-week grid is the published board, live, with your own name highlighted.
• Add to Outlook gives you a personal calendar link: subscribe once and every published schedule lands in your calendar by itself.
• On My Availability an answered day turns green (Available), grey (Off), or lighter green (partly answered) — white days still need you.
• My availability and See who's on link the two pages in both directions.
• The page is read-only and updates the moment the board changes.

Planning, requests and notifications

The scheduling tools cover the full planning cycle: collect availability, build a draft, review coverage, publish, and manage later changes. Open the tools from the links above the board, Who’s on, or My availability.

See the whole month

Open Month calendar, choose a month, and filter by technician, shift, or assignment location. Published assignments are blue. Schedule builders also see amber draft assignments; technicians see published schedules only. On a phone, the month becomes a readable day-by-day list.

For separate Outlook calendars, open Who’s on → Add to Outlook and choose a named technician. Copy their link and subscribe from web in Outlook. Add each technician separately, then use Outlook’s calendar list to show or hide them. Each subscription has its own link, and resetting one leaves the others unchanged.

Start a draft from the previous schedule

Choose + New schedule, set the first date and length, and select a previous schedule under Start from. Leave it on Blank schedule to start fresh.

The new draft checks the technician’s latest availability, active crew and shift settings, and weekly limits. Unanswered availability carries into the draft with a publishing warning, so you can collect responses after opening the schedule. Known unavailability and rule conflicts stay open. Locations are left blank for rechecking. Change history & acknowledgments retains the copy results and reasons, so you can see what needs attention before publishing.

Set an availability deadline

Open Availability deadline & reminders, choose the deadline, and select Save deadline. The deadline is the end of that day in Eastern time.

With Automatic reminders enabled, reminders run at 9am Eastern, beginning the day before the deadline. Only technicians with unanswered days receive them. Partial responses remain incomplete; reminders stop when the technician finishes or the schedule is published. Remind missing respondents sends a reminder on demand. Both options share a limit of one reminder per person, per schedule, per day.

Review before publishing

Review & publish opens Workload & publishing review. It shows each technician’s hours, days, untimed entries, and days per week. Untimed travel or vacation entries do not count as 24 worked hours. These are planning totals, not payroll calculations.

Resolve assignment conflicts before publishing. Review any open coverage and availability warnings, confirm that you have considered them, then choose Publish reviewed schedule. If the schedule changes after your review, review the latest version before publishing.

Handle time off and swaps

Technicians open Requests & approvals → Submit a request, choose Time off or Shift swap, fill the dates or both published shifts, and include a reason.

A swap first goes to the other technician. After they choose Accept swap, a schedule builder can approve it. The shifts and both technicians’ availability and weekly limits are checked again before the exchange. A changed shift requires a fresh request.

For time off, the approval step shows how many assigned shifts would be removed. Confirm that impact before approval; the removed coverage becomes open. Approved time off cannot be replaced by an availability response. A builder can cancel approved time off with a reason; previously removed assignments stay open until they are deliberately reassigned.

Receive notifications from technicians

Open Scheduling inbox from the schedule tools or the sidebar. Availability changes and approval requests go to the schedule builders. Changes to published shifts go to the affected technicians, who can choose Acknowledge change.

Turn on Email alerts to receive new updates at your account email. Emails are grouped and checked every five minutes. The scheduling inbox retains updates whether email is on or off; email is initially off for each person.

On the board, Change history & acknowledgments records the previous and current shifts, who changed them, and each technician’s acknowledgment. Reading an update and acknowledging a shift change are separate actions.

Prepare the next schedule

• Open Month calendar and filter to a technician or shift.
• Create a draft from an earlier schedule and inspect the copy results.
• Set the availability deadline and review who still has unanswered days.
• Review hours, coverage and warnings before publishing.
• Open Requests & approvals to review pending decisions.
• Open Scheduling inbox and choose whether to enable Email alerts.

Related lessons

• Operations Workspace, Inventory & Shifts
• Staffing Your Events
• Your Day-to-Day