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 their computers.

Printing the full schedule

  1. From the Scheduler, go to the day, week, or month that you want to print.
  2. In the top-right corner of the Scheduler, click Print button. The print preview appears.
  3. (Optional) If you want to customize the schedule before printing:
    • To change the schedule’s appearance, modify the Print Options on the left side of the page. The print options are described below.
    • To add additional notes for your employees, type a message in Manager Notes. Manager notes appear under the Shift Notes section within the document.
  4. 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.
  5. Print the PDF or XLS document that you downloaded.

Printing the schedule by position or job site

  1. From the Scheduler, go to the day, week, or month that you want to print.
  2. In the top-right corner of the Scheduler, click Print button. The print preview appears.
  3. In Print By on the left side of the screen, select the positions or job sites for which you want to print the schedule.Print by menu
  4. (Optional) If you want to customize the schedule before printing:
    • To change the schedule’s appearance, modify the Print Options on the left side of the page. The print options are described below.
    • To add additional notes for your employees, type a message in Manager Notes. Manager notes appear under the Shift Notes section within the document.
  5. 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.
  6. Print the PDF or XLS document that you downloaded.

Printing the schedule for a specific employee

  1. From the Scheduler, go to the day or week that you want to print.
  2. Click on the arrow icon to the right of your employee’s name and select Print [employee name]’s Schedule.
    The print preview appears.
  3. (Optional) If you want to customize the schedule before printing:
    • To change the schedule’s appearance, modify the Print Options on the left side of the page. The print options are described below.
    • To add additional notes for your employees, type a message in Manager Notes. Manager notes appear under the Shift Notes section within the document.
  4. Click Print PDF to save a PDF copy of the schedule to your computer.
  5. Print the PDF document that you downloaded.

Print options

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

Colors

Toggles shift colors on and off.

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

Positions

Toggles position names on and off.

Shift notes

Toggles shift notes on and off.
Shift notes cannot be printed for month view.

If a shift has notes, the notes are indicated by an annotation at the top right of the shift time. The first shift note is indicated by a 1, the second will by a 2, and so on.

Notes for each shift appear, numbered, at the bottom of the document.

End times

Toggles shift end times on and off to improve readability.

Availability

Toggles all-day unavailable preferences on and off.

Availability cannot be printed for month view.

Unpublished

Toggles unpublished shifts on and off. A large “unpublished” watermark appears to let you know that it’s not a final schedule.

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 employee’s schedule appears on its own row.

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

Daily schedule

When you print the schedule for a day, each employee’s schedule appears on its own row.

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

Updated on February 6, 2018

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