Publish Your Schedule 

 

Once your schedule is finished and you want to make it visible to your employees when they log in you can click to Publish it. Publishing affects shifts for ALL POSITIONS.

When you Publish a schedule, your Employees will then be able to see that week when they sign into their individual employee accounts. Employees can also choose to receive their published schedules via email.

Employees will see a "New Schedule" alert on their employee home page.

Managers will see status icons on the "By Employee" schedule view:

•   if the Employee has viewed that week's schedule
• if Employee has been e-mailed their latest schedule for that week
• if they have confirmed receipt of that e-mailed schedule.

If you would like to Publish more than one week at a time you can navigate to the first week and then click Publish - this will display all future weeks with shifts and you can choose how many weeks to Publish at that time.

Note: If you need to publish certain positions or position groups (locations) separately you can set up separate WhenToWork accounts (assuming you do not have any employees that work at multiple locations). These accounts can be linked for billing purposes. Since all positions must be ready before Publishing we recommend only one manager have permisison to Publish.

Before publishing you may want to:

• check the Statistics view for details and totals on your shifts
• use the ANALYZE shifts function to check for any conflicts against the current employee work time preferences and constraints. Conflicts could occur if an Employee has changed their work time preferences since you AutoFilled or created the schedule.

Note: Publishing sends notifications to any scheduled Employee if you have entered their e-mail and that notification option has been chosen. When the Employee receives the email they can click a link in the e-mail to verify receipt of the schedule . (You can turn off these notifications on your Settings page.) You also can send sign-in instructions to your employees that includes their Sign-In ID and password.

 

To Publish: 

From any Unpublished weekly Schedule View:

Navigate to the week you want to Publish, (or the first week in a series of weeks you want to Publish)

Click Publish to open the Publish Schedule window (which will show you how your SETTINGS option is currently set - notifications on or off)

To Publish more than one week change the radio button to choose the week you want to schedule through.

Click the Publish button

After publishing your schedule the title at the top of the screen will show "Published Schedule" and the buttons will change. Some functions, such as Import, AutoFill and Clear are not available after a schedule is published. A WhenToWork message is sent to employees (who have set up their notifications) telling them that there is a new schedule. 

Employees can then sign in and see their schedule and messages. 

 

Any Employees with e-mails entered who have chosen that notification option will also receive their schedule with schedule notes by e-mail. 

 

You can track which Employees have viewed the schedule, been sent an e-mail, or verified receipt of the e-mail on the Statistics or By Employee Schedule View.

 

Related Topics 

Why Publish a Schedule? 

Publishing an Open Schedule  

Unpublishing 

Should I Let Employees Sign In? 

Each Employee has a sign-in ID 

Sending Employees Sign In Instructions 

Linking Accounts for Billing

Multiple locations or departments