Shifts can be published or unpublished one at a time or in bulk by employee, job, or department. Managers can also publish or unpublish a single shift by right-clicking it and selecting the action. Each time a shift is published or unpublished, employees can receive an alert with their updated shift details. Managers can also return to a shift at any time and send employees a reminder about shift details without making additional changes.
Any department or job filters in place also apply to bulk publishing. If the schedule view shows only one department, only the visible shifts for that department will be published.
Security
Users with the following Permission will be able to Publish Shifts and Schedules:
Labor → Scheduling → Schedule → Publish/Unpublish Schedules
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Bulk Publishing
The 'Publish' button will be grayed out on a Schedule that doesn't have any Shifts on it as shown below:
Once at least one Shift has been created, it will turn blue and allow you to Publish that Shift.
Schedules can be Bulk Published using the following settings:
Publish by Department
Publish by Job
Publish by Employee
Publish & Alert
Once a Schedule is Published, Employees can be Alerted again of the upcoming Shifts via the 'Alert' option with the 'Publish Shifts' modal.
Publish & Alert
Click Publish to open the Publish Shifts modal. Shifts can be published by employee, job, or department. A drop-down list shows the employees who will receive an alert about the action. Employees can be deselected if needed.
Each employee included in the selected job or department receives a notification when their shift is published. Notifications are sent through the employee’s preferred contact method (text, email, or both) as listed on their profile.
Publishing Alert Function
The Alert function enables Managers to remind Employees about their Shifts after initially Publishing and Alerting Employees. This can be done by simply clicking the 'Alert' button listed within the 'Publish Shifts' modal.
The Alert function lets managers remind employees about their shifts after publishing. To send a reminder, click Alert in the Publish Shifts modal.
Publish Check
When clicking the 'Publish' button, a Publish Check will occur to display any conflicts that exist in the Schedule. The following errors will be assessed during this check:
The number of days over budget, where the Scheduled Labor exceeds the Forecasted Hours
Any shifts that overlap for an Employee, either by the date, time, differing Locations, or Job Title
The Employees that are scheduled for Overtime
Any shifts that overlap with Time Off requests (both Pending and Approved)
Any shifts that overlap with Employee unavailability
Any shifts that violate Labor Rules
If one or more of these conflicts occur, a warning message will appear that disclaims the details of each conflict, as displayed above. The schedule can still be published regardless, but this message provides a way to review any potential issues with Scheduling.
When a predictability rule is configured for a location, the publish check also lists any shifts that changed after the rule's advance notice deadline in an Advance Notice Rule Violation section. This section lists each affected employee by name, date, and time of each affected shift.
Advance notice violations never prevent a schedule from being published. Publish with conflicts is always available when an advance notice violation is the only conflict present.
AI-Suggested Shifts
In Beta
This feature is in beta. Contact your CSM to learn more.
When the Schedule Calendar contains pending AI-suggested shifts, the publish dialog includes the count of pending AI shifts left unpublished. This row is informational only and does not block publishing.
Pending AI-suggested shifts are excluded from the publish action. They remain on the Schedule Calendear until approved or removed.
Learn more about AI-generated shifts and how to generate AI-suggested shifts.
Schedule Writeback
Schedule writeback pushes the R365 schedule to the POS system when published so that the POS can enforce schedule clock-in rules. Check the writeback status messages for errors when publishing a schedule to ensure enforcement rules work in the POS as expected.
Writeback status message
When the schedule is published, the POS responds by indicating whether the writeback was successful. This status is listed underneath the 'Publish' button.
A successful writeback displays a green checkmark with the date and time the writeback was accepted by the POS. An unsuccessful or failed writeback displays a red alert icon with the number of shifts not sent to the POS.
Click an unsuccessful writeback status to open the writeback errors window.
Unsuccessful writebacks on the schedule calendar
If any shifts contain errors and could not be published to the POS, they will appear in red boxes on the schedule.
Click the writeback status to see the full list of writeback errors, or double-click an individual shift to open the ‘Edit shift’ screen which displays the error.
Writeback errors
Click the writeback status to display the full list of writeback errors with the description of the issue and, if available, steps to fix.
When an shift fails to writeback succesfully, the ‘Edit shift’ screen will display the details of the error as well.
Once all errors are fixed, these shifts can be published and sent to the POS individually or through the 'Publish' button. Learn more about publishing individual shifts below.
Bulk Unpublishing
Once at least one Shift has been Published, the down arrow on the 'Publish' button will become active where you can click it and toggle 'Unpublish', as shown below:
Once selected, the 'Publish' button will change to 'Unpublish':
Schedules can be Bulk Unpublished using the following settings:
Unpublish by Department
Unpublish by Job
Unpublish by Employee
Unpublish & Alert
Once a Schedule is Unpublished, Employees can be Alerted again that their Shifts were Unpublished via the 'Alert' option with the 'Unpublish Shifts' modal.
Unpublish & Alert
Click Unpublish to open the Unpublish Shifts modal. Shifts can be unpublished by employee, job, or department. A drop-down list shows the employees who will receive an alert about the action. Employees can be deselected if needed.
Each employee in the selected job or department receives a notification when their shift is published. Notifications are sent through the employee’s preferred contact method (text, email, or both) listed in their employee record.
Unpublishing Alert Function
The Alert function enables Managers to remind Employees about their Shifts after initially Publishing and Alerting Employees. This can be done by simply clicking the 'Alert' button listed within the 'Publish Shifts' modal.
The Alert function lets managers remind employees about their shifts after publishing. To send a reminder, click Alert in the Publish Shifts modal.
Individual Shift Publishing & Unpublishing
Instead of bulk actions, shifts can be published or unpublished individually. On the schedule calendar, a published shift shows a solid top-right corner (see #1). An unpublished shift shows a notched top-right corner (see #2).
To Individually Publish a Shift, right-click on the Shift, then select 'Publish'.
To Individually Unpublish a Shift, right-click on the Shift, then select 'Unpublish'.
Unassigned Shifts
When unassigned shifts are published, a shift offer request is created for employees to claim. If the shift date passes without a claim, the request is automatically canceled with a note that the shift expired.
Unclaimed published unassigned shifts remain on the schedule and can be included when creating future schedules.
Unpublished unassigned shifts can be deleted individually or in bulk from day view or week view to remove shifts that are no longer needed.