Documentation Grafana Cloud Alerts and IRM IRM Configure schedules Import schedules

Import schedules

You can import on-call schedules into Grafana IRM using iCal format for flexible schedule management.

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

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
   • Oncaller 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 represents one shift.

Follow these guidelines when creating events:

• Use your 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

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 lets you make temporary schedule changes without editing the primary calendar. Override events take precedence over conflicting primary events.

Set up an 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], where higher numbers take priority
• Example:
  • [L1] BobGrafana — primary on-call (receives notifications)
  • [L0] AliceGrafana — secondary on-call (notifications suppressed)

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

Troubleshooting

Common issues and solutions:

1. Users not appearing in schedule:

   • Verify event titles match Grafana usernames. IRM matches on-call assignments by reading the event’s Summary (title) or Description field and comparing it to the user’s Grafana username. If the name doesn’t match exactly, the user won’t appear.
   • 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 override event times exactly match the corresponding primary calendar events
   • Check whether Enable web interface overrides is enabled. If this toggle is on, the Overrides schedule iCal URL field is ignored entirely in favor of overrides added manually through the UI. To use a Google Calendar override URL, disable this toggle and paste the iCal URL in the overrides field. Disabling this option removes any overrides previously added through the web UI.