PUBLISH Your Schedule

Don't see the Publish button?
  • Make sure you are viewing an UNpublished Weekly schedule view
  • Some multi-week schedule views do not have a Publish button.
  • Your main coordinator may not have set your permissions to allow you to publish.
Once your schedule is finished and you want to make it viewable by your helpers when they sign in, you can click to Publish it. Publishing affects shifts for ALL POSITIONS in the account.

When you Publish a schedule, your helpers will then be able to see that week when they sign into their individual helper accounts. Helpers can also choose to receive their published schedules via email.

Helpers will see a "New Schedule" alert on their helper home page.

Coordinators will see status icons on the By Helper schedule view:
  • When this icon appears next to employee name it means they have signed in and viewed their schedule for this week  if the helper has viewed that week's schedule online
  • employee has been emailed their latest schedule for that week if helper has been emailed their latest schedule for that week
  • confirmed if they have confirmed receipt of their latest updated emailed schedule.

If you would like to Publish more than one week at a time, you can navigate to the first week and then click Publish - this will display all future weeks with shifts and you can choose how many weeks to Publish at that time.

Note: If you need to publish certain positions or position groups (locations) separately, you can set up separate WhenToHelp accounts (assuming you do not have any helpers that help at multiple locations). These accounts can be linked.  Since all positions must be ready before Publishing, we recommend only one or two coordinators have permission to Publish.

Before publishing you may want to:

  • Check the Statistics view for details and totals on your shifts
  • Use the ANALYZE shifts function to check for any conflicts against the current helper help time preferences and constraints. Conflicts could occur if a helper has changed their help time preferences since you AutoFilled or created the schedule.

Note: Publishing sends notifications to all helpers if you have entered their email and that notification option has been chosen. Helpers can click a link in the email to verify receipt of the schedule confirmed. (You can turn off these notifications on your Settings page). You also can send sign in instructions to your helpers that include their username and password.

To Publish:
From any Unpublished weekly Schedule View:

  • Navigate to the week you want to Publish, (or the first week in a series of weeks you want to Publish)
  • Click Publish to open the Publish Schedule window (which will display how your SETTINGS option is currently set - notifications On or Off)
  • To Publish more than one week, change the radio button to choose the week you want to publish through
    • Click the Publish button

  • After publishing, the title at the top of the screen will show "Published Schedule" and the buttons will change.
  • Some functions, such as Import, AutoFill and Clear, are not available after a schedule is published. 
  • A WhenToHelp email is sent to helpers (who have set up their notifications) informing them that there is a new schedule. 
Publish indicator bar

Any helper with an email entered and has chosen that notification option, will also receive an email that includes their schedule, any schedule notes, and a list of any open shifts they can help.

You can track which helpers have When this icon appears next to employee name it means they have signed in and viewed their schedule for this week  viewed the schedule, employee has been emailed their latest schedule for that week been sent an email, or confirmed verified receipt of the email on the Statistics or By Employee Schedule View.

You also will see the "On Tradeboard" icon on tradeboard icon and the "Trade Pending Approval" icon trade pending approval icon on this view next to any shift on the Tradeboard or awaiting approval.