Publishing the schedule and notifications
Employees see only the published schedule. While you build and edit shifts, they stay drafts and the employee sees the previous version. Clicking Publish shows the changes to everyone at once and sends notifications.
Shift statuses
| Status | What the employee sees |
|---|---|
| Draft | nothing — the shift isn't published yet |
| Published | the shift as it is in the schedule |
| Changed after publishing | the previous version of the shift until the schedule is published again |
| Deleted (awaiting publishing) | the shift until publishing; after publishing it disappears |
The number of unpublished changes is shown above the grid.
How to publish
- Check the period. The location and period open in the grid (a week, two weeks or a month) are published.
- Click "Publish". The Publish schedule window opens with the period.
- Decide about notifications. The Send push notifications to employees whose schedule has changed checkbox is on by default.
- Confirm. Drafts and changes become visible to employees; deleted shifts disappear.
If a shift was moved to another location, it is published together with the schedule of either of the two locations — the employee won't see it "in two places".
Notifications employees get
Notifications arrive in the mobile app in the employee's language:
- Schedule updated — to those whose shifts changed after publishing, with the dates of the changes;
- Open shifts available — to location employees with a suitable position when new open shifts are published;
- Your shift starts soon — a reminder before the shift starts (60 minutes by default, set in the rules);
- decisions on requests and shift swaps.
A manager gets Employee hasn't clocked in if, a set time after the shift start (15 minutes by default), there is no clock-in and the employee has no approved absence. The notification goes to the location's managers and schedule managers of all locations, or to administrators if there are none.
What changes without publishing
- An approved shift swap or a picked-up open shift goes to the new employee right away and is published automatically.
- Shifts released when a vacation is approved become open, but employees see this after publishing.
Frequently asked questions
An employee doesn't see a shift
Check whether the schedule is published: a draft has the Draft status. Another reason — the shift is assigned to another employee or another location.
Can I publish without notifications?
Yes, untick the push checkbox in the publish window. Employees will see the new schedule, but no notification will be sent.
What happens to clock-ins if a shift is changed after the employee arrived?
A clock-in is linked to the published shift at the moment of arrival and isn't deleted. If the shift time changed, check the clock-in in Clock-ins and correct it if needed.
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