Printing the Schedule

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Overview

You may need to print schedules for employees that do not have access to a computer or mobile phone. Two types of printing are available:

  • Multiple employees (day, week, or month)
  • Single employee (day or week)

Things to know before you begin

  • We strongly recommend that employees with computers or smartphones use the When I Work web app or mobile apps to view their schedules. Printed schedules do not stay current, and do not allow employees to easily take OpenShifts, swap shifts, or drop shifts.
  • Employees can also print their own schedules from the web app.

How printed schedules look

Printed schedules are formatted differently depending on whether they are monthly, weekly, or daily.

Monthly schedule

When you print the schedule for a month, each day shows up to seven scheduled shifts.

Weekly schedule

When you print the schedule for a week, each scheduled employee is given a row that shows his or her shifts.

Employees that are not scheduled for the week are listed under the schedule:

Daily schedule

When you print the schedule for a day, each scheduled employee is given a row that shows his or her shifts.

Employees that are not scheduled for the day are listed under the schedule:

Printing the schedule for multiple employees

  1. Go to the Scheduler.
  2. If you have multiple locations, select the location that you want to print the schedule for.
  3. Click Day, Week, or Month to select the duration that you want to print.
  4. Use the calendar button to select a date or date range that you want to print.
  5. Click the Print Schedule button.

    The print preview appears.
  6. If you want to change the appearance of the schedule, modify the Print Options. The print options are described below.
  7. If you want to filter shifts by position or job site, select the location or job site in Print By.
  8. If you want to add additional notes for your employees, type a message in Manager Notes.
    Manager notes appear under the Shift Notes section within the document.
  9. Save the schedule to your computer:
    • To save as PDF, click Print PDF.
    • (Week view only) To Save as a Microsoft Excel file that can be edited before printing, click Save As XLS.
  10. Print the PDF or XLS document that you downloaded.

Printing the schedule for a specific employee

  1. Go to the Scheduler.
  2. If you have multiple locations, select the location where the employee works.
  3. Click Day or Week to select the duration that you want to print.
  4. Click on the arrow icon to the right of your employee’s name and select Print [employee name]’s Schedule.

    The print preview appears.
  5. If you want to change the appearance of the schedule, modify the Print Options. The print options are described below.
  6. If you want to add additional notes for your employees, type a message in Manager Notes.
    Manager notes appear under the Shift Notes section within the document.
  7. Click Print PDF to save a PDF copy of the schedule to your computer.
  8. Print the PDF document that you downloaded.

Print options

The print options allow you to control how the schedule is displayed.

Colors

By default, this feature is on. This makes it so that colors appear. You can turn this off you prefer to not have each shift color coded.

Please note that the colors that appear are the colors associated with each shift.

Positions

This feature makes it so that Positions under the shift times appear.

Shift notes

If a shift has notes, the notes will be indicated by an annotation at the top right of the shift time. The first shift note will be indicated by a number “1”, and the second will be indicated by a “number 2”, etc.

Shift notes cannot be printed for month view.

Then the shift note will appear at the bottom of the document, numbered, under the “Shift Notes” section.

End times

Turning this off will make it so that only the start times appear on the printed version.

Availability

Turn this on if you’d like to see the days that employees are off or unavailable. Please note that this feature does not show when employees prefer to work.

Availability cannot be printed for month view.

Unpublished

Turning this feature on allows you to print the schedule with shifts that are unpublished. A large “unpublished” disclaimer will appear to let you know that it’s not a final schedule.

Updated on April 13, 2017

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