Documentation Grafana Cloud Alerts and IRM IRM Manage On-call schedules Import schedules

Import schedules

You can import on-call schedules into Grafana IRM using iCal format to for flexible schedule management and streamline your setup process.

Imported schedules are read-only but remain fully functional, allowing you to manage schedules in your calendar application with automatic synchronization to Grafana IRM.

Before you begin

To import an iCal schedule, ensure you have the necessary permissions in Grafana IRM and your calendar application.

Required permissions

1. In Grafana IRM:

   • Schedule Editor role (or higher) to create and manage schedules
   • Schedule Viewer role for team members to be added to rotations

2. In your calendar application:

   • Full edit access to the primary calendar
   • Permission to create and share calendars
   • Ability to modify calendar sharing settings

Calendar requirements

For Grafana IRM to access your calendar and on-call events, ensure the calendar:

• Supports iCal format
• Is set to Make available to public
• Has See all event details enabled

Set up your calendar

Create a dedicated calendar to manage your on-call coverage using calendar events.

Create the primary calendar

1. Create a new calendar in your calendar application
2. Configure sharing settings:
   • Set visibility to Make available to public
   • Enable See all event details
3. Get the secret iCal URL:
   • For Google Calendar:
     1. Go to Settings
     2. Select Settings for my calendars
     3. Choose Integrate calendar
     4. Copy the Secret address in iCal format

Create on-call events

Create events to represent on-call shifts. Each event maps to one on-call shift.

Event guidelines:

• Use the user’s Grafana username as the event title
• Set accurate start and end times
• Use recurrence settings for repeating shifts

Event format examples

Basic shift:

calendar Copy

Title:     JohnDoe
Start:     9:00 AM
End:       5:00 PM

Recurring shift:

calendar Copy

Title:      JaneSmith
Start:      9:00 AM
End:        5:00 PM
Recurrence: Every Monday

Multiple assignees:

calendar Copy

Title:     JohnDoe, JaneSmith
Start:     9:00 AM
End:       5:00 PM

Priority level shift:

calendar Copy

Title:     [L1] JohnDoe
Start:     9:00 AM
End:       5:00 PM

Tip: Use recurrence and event duplication to reduce manual event creation.

Import to Grafana IRM

1. In Grafana IRM, navigate to Schedules
2. Click + New schedule
3. Select Import schedule from iCal URL
4. Click + Create
5. Configure the following:
   • Paste your secret iCal URL in the Primary schedule iCal URL field
   • Add override calendar URL (optional)
   • Enter schedule name
   • Review settings
6. Click Create Schedule

Configure an override calendar (optional)

An override calendar allows for temporary schedule changes without altering the primary calendar. Override events take precedence over conflicting primary events.

Set up override calendar

1. Create a new calendar in your calendar service
2. Configure sharing settings:
   • Set to Make available to public
   • Enable See all event details
3. Get the secret iCal URL
4. In Grafana IRM:
   • Navigate to Schedules
   • Select your primary calendar
   • Click Edit
   • Add the override calendar’s iCal URL
   • Click Update

Override examples

Temporary replacement:

calendar Copy

Title: JohnDoe
Date: Monday, May 1
Time: 9:00 AM - 5:00 PM
Override calendar:
Title: JaneSmith
Date: Monday, May 1
Time: 9:00 AM - 5:00 PM

Split shift override:

calendar Copy

Primary calendar:
Title: JohnDoe
Date: Monday, May 1
Time: 9:00 AM - 5:00 PM
Override calendar:
Title: JaneSmith
Date: Monday, May 1
Time: 9:00 AM - 1:00 PM
Title: BobGrafana
Date: Monday, May 1
Time: 1:00 PM - 5:00 PM

Manage overlapping shifts

To control priority in overlapping shifts, use level markers in event titles.

• Format: [L0] to [L9] (higher numbers take priority).
• Example:
  • [L1] BobGrafana ← Primary (receives notifications)
  • [L0] AliceGrafana ← Secondary (notifications suppressed)

If no level markers are specified, all overlapping users will receive notifications

Troubleshooting

Common issues and solutions:

1. Users not appearing in schedule:

   • Verify event titles match Grafana usernames
   • Check calendar sharing settings
   • Ensure event details are publicly visible

2. Schedule not updating:

   • Allow up to 24 hours for Google Calendar sync
   • Verify iCal URL is correct and accessible
   • Check calendar permissions

3. Override not working:

   • Verify override calendar sharing settings
   • Check override calendar iCal URL
   • Ensure event times match exactly for overrides