Publish & Distribute
Publish a finished schedule, share a link to it, or print a copy.
After you have built and filled a schedule, use these tasks to get it in front of your volunteers and share it:
- Publish a Schedule — Publish a finalized schedule so assigned volunteers are notified and can see, accept, or decline their assignments.
- Share a Schedule Link — Share a public link to the schedule, or email it to a specific volunteer, so people can view it. If signup is enable, they can add themselves.
- Print a Schedule — Create a printable copy of the schedule to post or hand out.
Publish a Schedule or Save It as a Draft
Finish a schedule — publish it to notify the volunteers you assigned, or save it as a draft while you're still working.
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Only available to administrators and users who have the Manage Schedules permission.
When a schedule is finished, publish it — that notifies every volunteer you assigned. If it isn't finished, save it as a draft and come back to it.
If you save a draft that still has unassigned roles, you'll get an email letting you know there are positions left to fill.
If you have enabled Volunteer Signup, you can publish a blank schedule and let volunteers add themselves to it. Email the team and they can follow a link in the email to view the schedule and sign up.
- Create a new schedule using either a new serving time or an existing event.
- Assign volunteers to the schedule.
- If you're not finished, click Save as Draft. The schedule stays unpublished, and you can keep editing it — including assignments — until you're ready.
- When you're ready to publish, click Publish Schedule.
- Volunteers are notified about their assignments when you publish. Enter a message to them if you want to.
- To send reminders automatically, turn Enable on in the Reminders section and choose how many days before the event to send it. To send a second one, click +Add a second reminder and choose its timing.
- Click Publish.
Share a Schedule Link
Share a schedule with volunteers using a public link, or email the link to a specific volunteer.
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Only available to administrators and users who have the Manage Schedules permission.
- Email Schedule Link from the Roster tab sends an individualized link to one participant.
- Get Shareable Link from the Schedules tab sends an individualized link to each active team participant who has a primary email address.
- Copy Link from the Schedules tab creates a shareable, non-individualized link for the whole team and copies it to your clipboard.
- To get or copy a shareable link from the Schedules tab:
- In the top-left corner, click your site name then Realm. Then click
- Click the name of the team, then click the Schedules tab.
- Click
next to the schedule's name, then select Get Shareable Link.
- To let volunteers add themselves to the schedule, enable Volunteer Signup, then select which volunteers others can see on the public schedule.
- Click Copy Link to copy the link, or—if Volunteer Signup is enabled—click Email Schedule Link to send it to all volunteers.
- To email the link to a specific volunteer from the Roster tab:
- In the top-left corner, click your site name then Realm. Then click
- Click the team's name, then click the Roster tab.
- Click
next to the volunteer's name, then select Email Schedule Link.
- If there is more than one schedule, select the schedule's name from the drop-down menu.
- Enter an optional message if needed, then click Send.
Print a Schedule
Print out a schedule as an administrator.
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Only available to administrators and users who have the Manage Schedules permission.
- In the top-left corner, click your site name then Realm. Then click
- Click the name of the team, then click the Schedules tab.
- Click
next to the name of the schedule, then select Print Schedule.
- Select the print options, then click Run.