Publishing Schedules

Shift status

Every shift is in one of three states:

Draft — visible to managers only. New and AI-generated shifts start here.
Published — visible to the assigned staff member (and in Find Shifts if unassigned).
Archived — kept for records, hidden from active views.

Publishing

Use the Publish button on a shift (or publish in bulk from the schedule view) to make it visible to staff. After publishing:

Assigned staff see the shift in My Schedule.
In-app alerts are created for organization-enabled events. Email and text also follow each person's consent, organization-specific preferences, and quiet hours.
Unassigned published shifts appear in Find Shifts for eligible staff to claim.

To pull a shift back, click it and Unpublish — you'll be asked to confirm, since staff may have already seen it.

Reducing notification fatigue

Publish once per scheduling cycle (e.g., weekly) rather than shift-by-shift. Every publish can trigger notifications, so batching your edits into one publish keeps your team's inboxes sane.

After publishing

Changes to published shifts notify affected people when the relevant organization rule and their preferences allow it. Draft shifts do not send publication alerts.
Staff who can't make a shift will send sub requests rather than editing the schedule.

Team confirmation message

In Settings → Notifications, save an optional Team confirmation message (up to 500 characters). It appears in confirmation emails and text messages for employee and volunteer signups, including confirmations sent after coordinator approval. Existing shifts use the current team message automatically when their own confirmation message is blank.

A nonblank shift-specific message replaces the team default. Clear a shift's message to use the team default again. Clear the team message to stop including a default; shift-specific messages still apply. Volunteers also see the applicable instructions on the signup result once their shift is confirmed. For pending or waitlisted requests, instructions are included when the shift is later confirmed. Changes affect future confirmations and do not resend confirmations already sent. Delivery still follows notification preferences and text-message consent.

Upcoming shift reminders

Published employee, volunteer, and mixed shifts can send reminders 24 hours and 2 hours before the shift starts. Both reminders are enabled by default on new shifts. Delivery also depends on your organization's notification settings, each recipient's notification preferences, and email or text-message consent.

To configure a shift, open your team's Schedule, create a shift or edit an existing one, and find Shift reminders below Description (Optional). Use the 24 hours before the shift and 2 hours before the shift switches independently. Each enabled reminder has a Custom message (optional) field, limited to 500 characters. Save the shift to apply your changes.

Leaving the custom message blank still sends the standard reminder when the reminder is enabled. The standard email or text identifies the reminder as 24-hour or 2-hour and includes the shift title, date, start and end times (when available), timezone, location (when provided), and a link to My Schedule. A custom message adds instructions to this standard content; it does not replace it.

Reminders do not use the Team confirmation message or a shift's signup confirmation message. Those messages apply to signup confirmations only. Turning a reminder off keeps its custom message for later.