Publishing the Schedule
Applies to Account Holders, Managers, Supervisors
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Sending the Schedule to Your Team
From your computer
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When you’re done making the schedule, you need to let your employees know. Publishing the schedule alerts your employees that they have new shifts, and allows them to see the shifts in the When I Work app. You can also publish the schedule from your iPhone/iPad or Android phone. The Publish...
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Publishing a Single Shift
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...Applies to Account Holders, Managers, Supervisors
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Using Shift Confirmation
Shift confirmation is a verification measure that lets you know if your employees have seen their shifts. Employees that confirm their shifts know that they’re responsible to work. Shift confirmation is required by default. If you have manager or account holder access privileges, you have the option to turn it...Applies to Account Holders, Managers, Supervisors
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Deleting Shifts
If you no longer need a shift or you accidentally scheduled it, you can delete it from the schedule. If you are a supervisor, you can only delete shifts for the schedules that you belong to. A shift cannot be recovered after it is deleted. Hover over the shift you...Applies to Account Holders, Managers, Supervisors
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Minimizing Publish Notifications
If you want to avoid sending your employees too many notifications when you’re building the schedule, don’t publish shifts one at a time. Instead, publish the schedule for longer time periods and we’ll do our best to minimize notifications. To make sure your employees are aware of their shifts, When...Applies to Account Holders, Managers, Supervisors
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...Applies to Account Holders, Managers, Supervisors
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Publishing OpenShifts
After you add OpenShifts to the schedule, publish them to let your staff know they can pick up more shifts. Click Down arrow button in the OpenShifts row to publish and notify employees about just the OpenShifts on the schedule. Eligible employees are notified of OpenShifts All eligible employees are...Applies to Account Holders, Managers, Supervisors
From your iPhone or iPad
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Publishing Shifts
When you initially add a shift to the schedule, it is only visible to you and other supervisors and managers; the employee cannot see the shift until you publish it. This allows you to build and tweak the schedule without making it visible to your employees. Unpublished shifts have diagonal...Applies to Account Holders, Managers, Supervisors
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...Applies to Account Holders, Managers, Supervisors
From your Android phone
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Publishing Shifts
If you need to publish an existing shift on the go, the When I Work Scheduling app for Android has you covered. Publishing shifts allows your employees to see their shifts when they log in and sends them notifications based on their alert preferences. The When I Work Scheduling app for...Applies to Account Holders, Managers, Supervisors
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Unpublishing Shifts
You may need to unpublish a shift if you accidentally published it too early, or if you need to modify the shift without making the changes immediately visible to the employee. When you unpublish a shift, the assigned employee can no longer see it and the employee is not notified. However, the shift is...Applies to Account Holders, Managers, Supervisors