Publish the schedule

Publishing makes shifts visible to employees and tells them. This page is for planners. You need to be a Planning Administrator. Project managers can publish the shifts of their own projects from a shift or the card, but not with the Publish and Send dialog (see Troubleshooting).

What can be published#

Publishing changes a shift only when it is one of these:

• a Draft shift (not a forecast);
• a Published shift flagged To Publish Again because it changed after it was published.

Forecasts are skipped. Shifts Waiting for Approval are skipped until the shift manager approves the change. If nothing can be published, the message is a warning.

Publish a period and email everyone: Publish and Send#

1. Open Planning → Schedule → By Resource and press Publish. The Publish and Send dialog opens.
2. In From and To, choose the period. It starts on this week and the end is included in full.
3. Leave Include Open Shifts ticked to publish open shifts too and to list, in each person's email, the open shifts they are qualified to take.
4. Resources starts with everyone who has a shift in the period. Remove people, or add people, to decide who is notified. Only people with an email address receive anything.
5. In Note, write a message that is added to the schedule email, if you want to.
6. Check Shifts in Period. It counts the shifts that will be looked at.
7. Press Publish and Send.

A message says "n shift(s) published, schedule emailed to m employee(s)." If shifts were assigned to people without the role it adds "n assigned to someone without the role."

[planning-publish-workflow]

What happens, in order:

1. Planning finds the shifts: your company, shifts only (not forecasts), overlapping the period, for the chosen people, and open shifts if you included them.
2. It publishes the ones that can be published, and sends each affected employee a "Your shift ... has been published" email.
3. A newly published open shift is broadcast to qualified people, if your company turned on broadcasting; see Broadcast open shifts.
4. It records the sent schedule and a secret link. Every chosen employee with an email address receives "Your planning for period" with the button View my schedule. The link works without a login; see the Portal guide.

If nothing at all matches, you see "There are no shifts to publish in this period." If you publish the same period twice, nothing new is published but the schedule email goes out again.

Publish shifts without the dialog#

• One shift: open it and press Publish, or press Publish on its card.
• Several: select shifts on the schedule and press Publish in the bar that appears, or select rows in a list or kanban view and choose Publish from the Actions menu.

These publish and email each shift, but do not send the schedule link. The message is "n shift(s) published." and a warning appears if nothing could be published.

Republish a changed shift#

Change the person, time, role, break or allocated time of a published shift and its form says "This shift changed after it was published. Publish it again so the employee sees the update." On the schedule it carries a yellow dot. Find all of them with the To Publish Again filter, then publish.

[planning-shift-form]

When you drag a published shift on the schedule, the drop dialog lets you choose to publish again at once ("Notify now (publish again and email)") or later ("Later (mark as To Publish Again)").

Unpublish#

Open the shift and press Unpublish. It goes back to Draft, the flag is cleared, and employees stop seeing it. Nobody is emailed. Publishing it again emails the employee again.

Next#

• Print the weekly rota
• Approve changes to published shifts
• Send shift reminders