Getting started with publishing your staff roster
In ClickTime Australia, publishing a roster confirms your schedule and instantly makes it visible to employees in the mobile app, with email, push notifications and SMS to keep everyone aligned. Whether you’re finalising an entire week’s roster, updating shifts for a single site, or making quick changes to one employee’s schedule, the publishing tools ensure your team always has the latest information. This guide explains the different publishing options, when to use each, and how to identify unpublished shifts so you can maintain clarity, accuracy, and operational efficiency.
Our powerful ClickTime Scheduler makes it easy to create shifts for your team and ensure they have all the necessary information directly in their mobile app.
Publishing shifts confirms the schedule and allows your team members to view their shifts on their mobile app. They will also receive the published roster via email.
The ClickTime Scheduler offers several ways to publish your shifts:
Publish All Shifts or Publish the Roster for Selected Sites
- Use Case: Ideal when you have completed the entire weekly roster and are ready to publish it for all employees.
- How To: Click here to read more about this option.
Publish All Shifts for One Site
- Use Case: Best if you have made changes to shifts for a particular site and need to republish or publish the entire site's shifts for your employees. All employees rostered at this site will receive their weekly roster or the updated roster for the week or the selected period on the scheduler.
- Click on the below video to see how to publish and unpublish all shifts for a single site
- Use Case: Best if you have made changes to shifts for a particular site and need to republish or publish the entire site's shifts for your employees. All employees rostered at this site will receive their weekly roster or the updated roster for the week or the selected period on the scheduler.
Publish the Whole Roster for an Employee
- Use Case: Useful when you create the weekly roster for an employee or if you have had to modify multiple shifts for a particular employee during the week. After making all the changes, you can publish the entire weekly roster for the employee. The employee will receive an email and push notification of the new roster, and the updated weekly roster will be visible on the ClickTime mobile app.
- Click on the below video to see how to publish and unpublish all shifts for staff member
- Use Case: Useful when you create the weekly roster for an employee or if you have had to modify multiple shifts for a particular employee during the week. After making all the changes, you can publish the entire weekly roster for the employee. The employee will receive an email and push notification of the new roster, and the updated weekly roster will be visible on the ClickTime mobile app.
Publish a Single Shift
- Use Case: If you need to change the details of a single shift, such as the start and finish time or assigning a different site to the employee. You can publish the new shift details by right-clicking on the shift and choosing "Publish" or "Publish & Notify." Alternatively, in the edit shift modal window, tick the checkbox that says "Publish Shift" and save.
- Click on the below video to see how to publish and unpublish a single shift for a staff member
- Use Case: If you need to change the details of a single shift, such as the start and finish time or assigning a different site to the employee. You can publish the new shift details by right-clicking on the shift and choosing "Publish" or "Publish & Notify." Alternatively, in the edit shift modal window, tick the checkbox that says "Publish Shift" and save.
How to Identify Unpublished Shifts
There are two ways to determine if a shift has been published and is visible to your employees:
1. the word "Published" or the Publish icon displayed inside the shift cell.
If you are using the full view on scheduler:For published shifts, the system will display the word "Published" at the bottom colored bar of the shift. If this word is not displayed, the shift has not been published.If you are using the minimized view on scheduler:For published shifts, you will see a small arrow iconon the right-hand side of the shift. If this arrow icon is missing, the shift has not been published.
2. The red "Publish Shifts" button on the top right-hand side of the scheduler screen shows the total number of shifts that need to be published
and will show a green button with the text displaying "All shifts Published" when all shifts on the current viewed roster
Related Articles
Getting Started With Roster Setting
Building an efficient and accurate scheduling system starts with a strong foundation. This guide will walk you through the essential roster settings in ClickTime, ensuring your schedules are configured to meet the unique needs of your Australian ...Getting Started with ClickTime
System Configuration Configure General Setting Configure time Attendance Add Site & Setup GeoFencing Add Employees & Users Add Admin / Office Users Tips For working With Employee Page Add Employees Create Your Roster Create Your Roster How Shift ...VIDEO Help. Getting Started With Rostering & Using the Scheduler.
Getting Started. General Overview of the Scheduler How to Create New Shift Edit Shift and Create OPEN Shift How To Copy & Move Shifts How To Use The Different View Options How to perform bulk action for employee and Sites How To Copy Roster into ...Publishing the Schedule Using Wizard
Publishing the Schedule Applies to Account Holders, Managers, Supervisors Overview When you initially add a shift to the schedule, it will NOT be visible to your employees. The employee cannot see the shift until you publish it. This allows you to ...Control Who Appears on Your Scheduler: Roster Filter Settings
Setting up a streamlined and efficient roster is a cornerstone of effective workforce management. With ClickTime, you can customize your scheduling to fit the unique needs of your Australian business. This guide will walk you through the essential ...