How to Publish Your Rotas

Publishing your rota makes it available to your staff and sends them notifications about their shifts. This is the final step in your scheduling process.

What Happens When You Publish

When you publish a rota, RotaPlanner:

• Sends notifications to all affected staff members
• Creates a shareable link for easy access
• Updates the staff dashboard with new shift information
• Records the publication for audit purposes

Publishing Options

1. Email Notifications

Staff receive email notifications when:

• A new rota is published
• Their shifts are updated
• Shifts are cancelled or changed

2. Public Links

Create shareable links for easy access:

• Read-only access - Staff can view but not edit
• No login required - Easy to share with temporary staff
• Mobile-friendly - Works on phones and tablets
• Secure access - Links can be password-protected

3. Staff Login Access

For staff with accounts:

• Personal dashboard - See their own shifts
• Shift details - View full shift information
• Availability updates - Manage their own availability
• Request changes - Submit shift change requests

How to Publish

Step 1: Review Your Rota

Before publishing, make sure:

• All shifts are properly assigned
• No conflicts exist
• Staff availability is accurate
• Shift details are complete

Step 2: Choose Publishing Method

Select how you want to share the rota:

Step 3: Configure Settings

Set your publishing preferences:

Step 4: Publish

Click the publish button to make your rota live:

Managing Published Rotas

Updating Published Rotas

When you make changes to a published rota:

• Staff are notified of any changes to their shifts
• Public links update automatically
• Dashboard reflects the latest information
• Change history is maintained for audit purposes

Unpublishing Rotas

If you need to take a rota offline:

• Staff are notified that the rota is no longer available
• Public links become inactive and show an error message
• Dashboard access is restricted
• You can republish when ready

Sharing Options

Public Link Sharing

Create links for easy sharing:

QR Code Sharing

Generate QR codes for easy mobile access:

• Staff can scan to access the rota
• Post in break rooms for easy access
• Include in emails for quick mobile viewing
• Print for physical display

Staff Communication

Notification Preferences

Staff can manage their notification settings:

• Email frequency - Daily, weekly, or immediate
• Shift reminders - How far in advance to be notified
• Change notifications - When shifts are modified
• Opt-out options - Control what they receive

Feedback and Requests

Staff can respond to published rotas:

• Shift change requests - Request modifications
• Availability updates - Update their availability
• Comments - Add notes to specific shifts
• Questions - Ask about shift details

Troubleshooting

Common Issues

Getting Help

• Check notification logs to see what was sent
• Test public links in different browsers
• Verify staff accounts and permissions
• Contact support if issues persist