The Schedule screen

The Schedule tab is the home screen and the heart of the app. It shows who is on call for every week of the selected year.

The Schedule screen: who's on call now, the toolbar, Needs attention, and the weeks grouped by month.

Reading the schedule

• Weeks run Wednesday to Tuesday (that's the TOTLCOM standard) and are grouped by month.
• Each week shows the three roles: Manager, Voice, and Data, with the assigned person's name.
• Holiday weeks are marked with the holiday's name. If a holiday slot hasn't been filled yet it shows "(fill manually)".
• A small "On call now" card highlights the current week so you can see at a glance who's covering today.
• The card rolls over to the next week at the configured changeover — by default Wednesday at 00:01 Pacific. An admin can change the day, time, and timezone via environment variables (see the Deployment Guide → Environment variables).

Choosing the year

Near the top there's a year selector. Switch years to view past or future schedules. Each year is independent.

Finding things quickly

• Only the month containing the current on-call week is open when the page loads. The other months are folded up, so you land on the weeks you actually care about instead of scrolling past ten months of history. Click any month header to open it.

  Because weeks run Wednesday to Tuesday, a week like Jul 29 – Aug 4 belongs to July — so in the first few days of August, July is still the month that opens. That's the group with the highlighted This week row in it. - Filter by month — show just one month at a time. - Filter by employee — show only the weeks a particular person is on call. - Collapse all / Expand all — fold the month groups up or open them all, handy on a phone. - Back to top — jumps you back to the top after scrolling through a long year.

Months are collapsible. Only the one holding the current week starts open.

Note

Viewing a past or future year has no "current month", so the app opens January of that year instead.

The "Needs attention" panel

Near the top, a Needs attention panel flags weeks that may need a human to look at them:

• a PTO conflict (someone is scheduled while on vacation),
• an empty slot (no one assigned),
• a forced pick (the app had to assign someone who'd normally be skipped, because no one else was available),
• an unfilled holiday.

Each flag is its own line. If the panel is empty, the schedule is clean.

Finished weeks drop off automatically. Once a week has fully ended, its flags disappear — there is nothing left to fix, and leaving them there would bury the weeks you can still do something about. The week you're currently in stays on the list.

Ignoring an issue

Sometimes a flag is correct but not a problem: coverage was arranged over the phone, the person's PTO was cancelled, the slot is deliberately empty. Editors and admins can hide that flag for everyone.

1. Open Needs attention and find the line you want to clear.
2. Click the eye-with-a-slash button next to it.
3. Pick a reason from the dropdown, then click Ignore issue.

The eye-with-a-slash button sits at the end of each flag.

You can't dismiss anything without picking a reason.

The dropdown offers:

Reason	Use it when
Coverage arranged outside the schedule	Someone is covering, just not via the app
Employee confirmed available (PTO doesn't apply)	The PTO entry doesn't actually stop them working that week
Intentional — approved by manager	A manager decided it stands as-is
Slot intentionally left unfilled	Nobody is meant to be on that slot
Already resolved / duplicate	Handled elsewhere, or the same thing flagged twice
Not applicable to this week	The flag doesn't make sense here
Other	Anything else — you must type an explanation

Choosing Other reveals a box you have to fill in.

A few things worth knowing:

• You ignore one line, not the whole week. Clearing "Voice unfilled" leaves that week's other flags visible, and if a new problem appears on the same week later it will still show up.
• A reason is required, and choosing Other requires typed text. This is deliberate: months later someone will ask why a week isn't flagged, and the answer needs to be on the record.
• Everything is logged. Your email, the time, the reason and any typed note go into the Activity log under Ignored · Ignored issue, alongside the issue text as it read at the time.
• Ignoring is instant and applies to everyone. There is no approval step.

Un-ignoring — admins only

Admins see an extra Ignored issues panel below Needs attention, collapsed by default. Editors and viewers don't see it at all.

Open it to see everything currently hidden for that year: the week, the original issue, the reason, who ignored it and when. The undo arrow on the right puts an item back on the Needs attention list. That restore is logged too, as Un-ignored.

Admins only. Every hidden item, with its reason and who hid it.

Note

Deleting or re-importing a year clears its ignored issues along with its weeks — a rebuilt year starts with a clean slate.

History — snapshots and activity

Click History to open two tabs that answer two different questions.

Snapshots on the left tab, the full activity trail on the right.

Snapshots — "put it back how it was"

A list of recent saved versions of the year. Every time someone Generates, Imports, Applies time off, Redistributes weeks, Assigns holidays, or Restores, the app saves a snapshot first so you can go back.

Each entry shows:

• a short label (e.g. "Regenerated from 2026-07-01"),
• the number of weeks and the date/time,
• who made the change — the signed-in person's email, shown as "· by name@totlcom.com".

Note

Snapshots created before this "who changed it" feature was added won't show an author — that's normal. The app keeps the most recent snapshots per year and prunes older ones automatically.

To go back to an earlier version, click Restore next to it. The app takes a fresh snapshot of the current state first (labeled "Before restore from …"), so a restore is always reversible.

Export CSV on this tab downloads one row per snapshot — created time, label, week count and author.

Activity — "who did what, when"

A running record of every change made anywhere in the app — not just the schedule. Roster edits, holiday changes, time-off entries, user-permission changes, exports, backups and prints all appear here.

Each line shows the action, the area it affected, the person's email, and the time. Where the app recorded the old and new values, a chevron on the right expands them so you can see exactly what changed.

Ignoring an issue shows up here as Ignored · Ignored issue.

Two dropdowns narrow the list:

• All areas — Schedule, Week, Roster, Holidays, Time off, or Users.
• All people — anyone who has made a change.

Load more fetches the next page of older entries.

Export CSV downloads the activity log as a spreadsheet — one row per entry. It exports everything matching your current filters, not just the rows on screen, so filtering to "Roster, by Cathy" and exporting gives you every matching entry across the full two years.

Columns are: timestamp_utc, timestamp_local, user_email, action, area, entity, record_id, before_json, after_json. Two timestamps are included because the UTC one sorts correctly in Excel while the local one is the one you actually read. The before_json / after_json columns hold the raw values so nothing is lost.

Two separate reports

Each tab exports its own file with its own columns — Snapshots and Activity are never combined, since the two describe different things. Exports are capped at 20,000 rows; if you hit that you'll see a warning telling you to narrow the filters.

Scope and retention

Activity is visible to editors and admins (not viewers), because entries can include contact details from Roster edits. History is kept for two years, after which older entries are removed automatically.

What you can do here

Editors and admins get two grouped menus plus a few direct buttons:

Button	What's inside
Data	Export .xlsx, Import .xlsx, Full backup, Restore full backup
Adjust schedule	Apply time off, Redistribute weeks, Assign holidays, Swap two people
Show/Hide Contacts	Toggles phone numbers and emails in the week list
Print	A clean printable view
History	Snapshots and Activity, as above

Delete year sits on its own line, away from everything else — it's the one action that can't be undone.

Everything behind Data is explained in Import, export & backup; everything behind Adjust schedule is explained on the next page.

Building & fixing a schedule