Publish & Distribute
Once a schedule is ready, make it available to your volunteers — publish it, share a link, or print it.
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
Publish a schedule when you've finalized it.
Only available to administrators and users who have the Manage Schedules permission.
Once you've made all the changes you need to make to a schedule, you can publish it. This will send the volunteers you assigned a notification to let them know they are on your schedule.
If you have enabled Volunteer Signup, you can publish a blank schedule and allow volunteers to add themselves to it. If you send an email to all volunteers on the team, they will be able to click a link in the email to view the schedule and sign up for it.
- Create a new schedule using either a new serving time or an existing event.
- Assign volunteers to the schedule. If you need to make changes, you can save the schedule as a draft until you're ready to publish.
- Click Publish Schedule.
- Volunteers will be notified about their assignments when you publish the schedule. Enter a message to the volunteers if needed.
- If you want to automatically send reminders to your volunteers, turn Enable on in the Reminders section. From the drop-down menu how many days before the event to send the reminder. If you want to send a second reminder, click +Add a second reminder and select the number of days before the event to send the second reminder.
- Click Publish.
Share a Schedule Link
Share a schedule with volunteers using a public link, or email the link to a specific volunteer.
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.
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.