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How does publishing work?

Publishing schedules is the step that makes shift information visible to staff. Until a schedule is published, shifts are only visible to managers and are not accessible to staff in the staff app. It’s important to understand that publishing works differently in Staff View and Shift View, depending on what you want staff to see and do.

 

Staff View vs. Shift View: Quick Comparison

View Purpose of Publishing
Staff View Publish assigned shifts so staff know when they are scheduled to work
Shift View Publish available shifts so staff can pick them up

 

What Does “Publishing” Mean?

When you publish a schedule:

  • Staff can see shifts in their staff app
  • Staff may receive notifications (based on your settings)
  • Shifts become actionable—either as assigned work or available shifts

Unpublished shifts remain visible to managers-only and are not visible to staff.

Publishing in Staff View (Assigned Shifts)

Publishing in Staff View is used to notify staff of the shifts they are assigned to work.

What Happens When You Publish in Staff View

  • Assigned shifts become visible to staff
  • Staff can see when they are expected to clock in and work
  • Staff schedules appear in the staff app

Unpublished Shift Indicator (Red up arrow)

  • Unpublished shifts in Staff View display a red upward arrow
  • The red arrow indicates:
    • The shift is not yet published
    • Only managers can see the shift
    • Staff do not have access yet

Once the shift is published:

  • The red arrow disappears
  • The shift becomes visible to staff in the staff app

Publishing in Shift View (Available Shifts)

Publishing in Shift View is used to make open shifts available for staff to pick up.

What Happens When You Publish in Shift View

  • Available shifts are published to eligible staff
  • Staff are notified of open shifts
  • Staff can view and pick up shifts in the staff app (based on eligibility rules)

This option is commonly used for:

  • Open coverage
  • Extra shifts
  • Last-minute staffing needs

Key Takeaways

  • Publishing makes shifts visible to staff
  • Staff View publishing = assigned shifts
  • Shift View publishing = available shifts
  • Red arrows in Staff View indicate unpublished shifts
  • Once published, staff can access shifts in the staff app
Understanding when and where to publish ensures staff receive the correct information at the right time and helps prevent scheduling confusion.