Publish Your Schedule

Publish Your Schedule

Don't see the Publish button on your UnPublished Weekly schedules?
-Some multi-week schedule views do not have a Publish button.
-The account main Coordinator may not have set your permissions to allow you to publish.

When you Publish a schedule week, your Helpers will then be able to see this schedule by signing into their individual Helper accounts. They will see a "New Schedule" alert on their home page and you will see the icon if they have viewed that weekly schedule, if they have been e-mailed their latest schedule, and if they have confirmed receipt of that week's schedule or change e-mail.

Once the schedule is finished and you want to make it visible to your Helpers when they log in you can click Publish. Publishing affects ALL POSITIONS and you can choose to publish a number of weeks at once.

Note: If you need to publish only certain positions or position groups (locations) separately you can set up separate WhenToHelp accounts (assuming you do not have Helpers that help at multiple locations). Full Version users: These separate WhenToHelp accounts can be linked for billing purposes.

Before publishing you may want to check your shifts against the current time preferences for each Helper their constraints. Use the Sortable List view to Analyze shifts to check for any conflicts. Conflicts might occur if a Helper changes their time preferences after you AutoFilled or created the schedule.

Note: publishing normally sends notifications to any Helper with a shift during that time (if you have entered their e-mail). When the Helper receives the email they can click a link in the e-mail to verify receipt of the schedule. (You can turn off these notifications on your Settings page.) You also can send sign-in instructions to your Helpers before or after publishing that includes their Sign-In ID and password.

To Publish a Weekly Schedule:

From any Unpublished weekly Schedule View:

Click Publish to open the Publish Schedule window (which will show you how your SETTINGS option is currently set - notifications on or off)

Choose which weeks to include when you Publish

Click the YES Publish This Schedule button

The schedule pages will show "Published" at the top and a WhenToHelp message is sent to all Helpers with their new schedule.

Helpers can also then sign in and see that schedule online.

Any Helpers with e-mails entered will also receive their schedule and schedule notes by e-mail.

You can track which Helpers have

viewed each weekly schedule,

been sent an e-mail, or verified receipt of the e-mail on the Statistics or "By Helper" Schedule View.

After publishing your schedule the title at the top of the screen will show "Published" and the buttons will change. Some functions, such as Import, AutoFill and Clear are not available after a schedule week is published.