Publishing and Notifying Employees

Use the “Publish & notify employees” button to finalize your schedule and send notifications to your team about their assigned shifts.

What Is This?

The Publish & notify employees button is the coral/red button located in the top bar of the Schedule page. When you click it, Shifton sends notifications to all affected employees informing them of their scheduled shifts. This is a critical step — until you publish, employees may not be aware of new or updated shifts.

Publishing should be done after you have finished creating, editing, duplicating, or otherwise modifying shifts on the schedule.

Prerequisites

#	Prerequisite	Details
1	Access to the Schedule page	You must have a project with at least one schedule
2	Admin, Owner, or Manager role	You need permissions to publish schedules
3	Shifts created on the schedule	There must be shifts to publish and notify employees about

Step-by-Step Instructions

Publishing a Schedule

Navigate to the Schedule page for your project.

Verify that all shifts are correctly assigned and finalized.

Click the Publish & notify employees button (coral/red) in the top bar.

A confirmation dialog may appear asking you to confirm the action.

Click Confirm (or Publish).

Shifton sends notifications to all employees who have shifts in the schedule.

What Happens When You Publish

Step	Description
1	The system identifies all employees with new or changed shifts
2	Notifications are sent to each affected employee via their configured notification channels (app notification, email, etc.)
3	Employees can view their updated shifts in their Shifton account

When to Publish

You should publish the schedule in the following situations:

Situation	Action
After creating a new schedule	Publish to inform employees of their initial shifts
After editing shift times or assignments	Republish to notify affected employees of changes
After extending a schedule	Publish to inform employees about newly added shifts
After duplicating shifts to a new period	Publish to notify employees about the duplicated shifts
After performing bulk actions	Publish to communicate all changes at once

Access Permissions

Role	View Publish Button	Publish & Notify
Owner	Yes	Yes
Admin	Yes	Yes
Manager	Yes (assigned projects)	Yes (assigned projects)
Employee	No	No

FAQ

Q: Do employees receive a notification every time I click Publish?
A: Yes. Each time you click “Publish & notify employees,” notifications are sent to affected employees. Avoid clicking multiple times in quick succession to prevent duplicate notifications.

Q: Can I choose which employees receive notifications?
A: The publish action notifies all employees with shifts in the schedule. You cannot selectively exclude specific employees from the notification.

Q: What notification channels do employees receive alerts through?
A: Notifications are sent through the channels configured in each employee’s notification settings — typically push notifications in the Shifton app and/or email.

Q: Can employees see the schedule before I publish it?
A: Depending on your system settings, employees may be able to see their shifts before publishing. However, the publish action serves as the official notification that the schedule is finalized.

Q: What if I need to make changes after publishing?
A: You can continue editing shifts after publishing. Make your changes and then click “Publish & notify employees” again to send updated notifications.

Possible Issues and Solutions

Issue	Possible Cause	Solution
“Publish & notify” button is greyed out or not visible	Insufficient permissions	Confirm you have Manager, Admin, or Owner access
Employees say they did not receive a notification	Notification settings are not configured for the employee	Ask the employee to check their notification preferences in their Shifton profile
Employees received duplicate notifications	The publish button was clicked multiple times	Remind yourself to click Publish only once per update cycle
Schedule shows unpublished changes	Changes were made after the last publish	Click “Publish & notify employees” again to send the latest updates
Notification was sent but shifts are incorrect	Shifts were edited after publishing	Correct the shifts and republish