How to print schedules in Shift Management

Sometimes you need a printed version of the schedule for offline reference or to meet workplace requirements.

Day.io’s shift management allows you to print a general schedule with all employees or individual schedules for specific employees. The print includes only the shifts created for the selected week.

Key actions or configuration

1. Prepare the schedule for printing
   • Go to Shifts from the left menu and open the planning space. Select the week you want to print and ensure all shifts have been created.
   • In the upper‑right corner of the schedule page, click the three dots (…) next to the Publish button.
   • The menu shows two options: Print schedule and Print individual schedules.
     
     
2. Print schedule (general view)
   • Choose Print schedule.
   • A preview appears showing all employees in a single table with days of the week, start and end times, duration and area.
     • Adjust print settings (page orientation, paper size) on the right.
   • Click Print to generate the document.
     
     
3. Print individual schedules
   • Select Print individual schedules.
   • A list of employees appears. Choose those whose schedules you want to print.
   • Each individual schedule page includes date, area (or absence), start and end times, pauses, total duration, area and comments, plus total weekly hours.
   • Adjust the print settings and click Print.
     
     

Tips or troubleshooting

• Use individual prints to provide each employee with a personalized page.
• Adjust margins and orientation as needed in the print settings.
• To create a PDF, use your browser’s “Save as PDF” option at the final step.

Best practices

• Make sure the schedule is up to date before printing to avoid rework.
• Keep a digital (PDF) copy of printed schedules for future reference.
• Use the general print for supervisors and the individual print for employee distribution.

Frequently asked questions

1. Can I print several weeks at once?
   No. Select and print each week separately.
2. Do individual prints include absences and breaks?
   Yes. The individual view shows area (or absence), breaks, total duration and comments.
3. Can I customise the printed schedule layout?
   The layout is fixed. You can adjust margins, paper size and orientation in the print settings.
4. Does printing notify employees?
   No. Printing only generates a document. Employees receive notifications when the schedule is published.