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 (week)

Considerations

  • 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. Click Calendar Scheduler.

  2. Select ‘Employee’ in the View Shifts By menu.
  3. Go to the day, week, or month that you want to print.
  4. In the top-right corner of the Scheduler, click Print. The print preview appears.Full schedule print view
  5. (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.
  6. 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.
  7. Print the PDF or XLS document that you downloaded.

Printing the schedule for a specific employee

  1. Hover over Workplace, then select Employees Employees.

  2. Click Clock in the Actions column. The employee’s schedule appears.
  3. Click Print in the top right.
  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. Click Print PDF to save a PDF copy of the schedule to your computer.
  6. Print the PDF document that you downloaded.

Print options

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

Annotations

Toggles Annotations on and off. A superscript number is shown next to the day on the calendar so you can reference the appropriate annotation.Print annotations

Availability

Toggles all-day unavailable preferences on and off.

Availability cannot be printed for month view.

OpenShifts

Toggles OpenShifts at the top of the schedule on and off.Print schedule openshifts

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 be a 2, and so on.Shift Notes on print preview

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

Shift notes key on printed schedule

Site Details

Toggles Job Site Details on and off in the schedule.Print schedule job site details

Site Names

Toggles Job Site names on and off in the schedule.

Unpublished

Toggles unpublished shifts on and off. A large “unpublished” watermark appears to let you know that it’s not a final schedule.Unpublished print preview

Unscheduled

Toggles Unscheduled employees on and off. Use this to see exactly who is not scheduled when printing the schedule.

This toggle is Off by default.

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.Printed month

 

Weekly schedule

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

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.Printed day

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

Updated on June 8, 2020

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