How to publish shifts in Shift Management

After planning your shifts, it’s time to share them with employees. Publishing sends the plan by email and/or via the Day.io app and lets you track who has received it.

Furthermore, publishing ensures that the information will be sent to the employee's Attendance tracking.

It’s advisable to review alerts, filters and open shifts before publishing:

• Check for alerts (the “!” icon); resolve blocking alerts before publishing.
• Use Area and Team filters to review the operation.
• Confirm there are no open shifts or absences that affect coverage.

Key actions or configuration

1. Publish the schedule
   • Click Publish in the upper‑right corner of the weekly grid.
   • Select the employees who should receive the notification.
   • Choose the notification method: Email and/or Day.io app.
   • Click Send to finish. Open shifts are not published.
     
     
2. Track progress
   • After publishing, a check icon appears beside each employee’s name indicating that the schedule has been sent.
     
   • Next to the Publish button, a progress indicator shows how many employees have been published:
     • Yellow while some employees have not yet been published.
     • Green when all employees have been published.
       
       
        
3. Republish after changes
   • Any change to shifts after publishing causes the schedule to be considered unpublished.
   • Make the necessary adjustments and click Publish again to resend the updates.
     
     
4. Blocking alerts during publishing
   • If there are blocking alerts, a message will display the number of conflicts; resolve the issues and try again.
     
     

Tips or troubleshooting

• Review alerts and hour distribution before publishing to avoid rework.
• Ensure all employees have an email address and use the Day.io app to receive notifications.
• Remember that open shifts cannot be published; assign them to employees before sending.

Best practices

• Always publish after completing the entire week’s plan.
• Use area and team filters to check if the workforce is balanced before publishing.

Frequently asked questions

1. Can I publish to only some employees?
   Yes. In the publication window select only the employees you wish to notify.
2. What happens if I change shifts after publishing?
   You must click Publish again to resend the updated schedules.
3. Why can’t I publish the schedule?
   There may be unresolved blocking alerts or you might not have permission to publish; check your permission settings and the alerts.