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Schedules & Shifts: Send staff their scheduled shifts and email a schedule's staff

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In order to communicate with the staff assigned to a schedule, admins and schedule admins have the ability to send an email/SMS to one, multiple, or all staff members assigned to this schedule with information about their upcoming shift assignments or to send a custom email to the staff members on the schedule

Note:  Only those staff members who have the Schedule Assignment notifications enabled for their accounts will receive an email and/or SMS message.

Email / SMS scheduled shifts to staff

  1. Click on Schedules in the command bar.
  2. Select the schedule you want to send shifts for from the Schedule for dropdown.
    • Note: you can email staff on multiple schedules at the same time via the Multi-Schedule View.
  3. Click on the Envelope () button above the schedule calendar and select the Email/SMS Scheduled Shifts option from the dropdown.
Selecting the Email/SMS Scheduled Shifts option from the Email dropdown
  1. In the Email/SMS Scheduled Shifts window, select the date range for the shifts you want to include in the email.
    • By default, the dates selected are those you are currently viewing on the calendar (e.g. if you are in Week view, then the dates will default to the week you're currently viewing).
  2. Use the Staff Member dropdown to select one or more staff members to be notified.
    • To send a notification to all staff assigned to the schedule, choose the Select All option at the top of the dropdown list.
  3. ‚ÄčOptionally, add a message to the email in the Email Message field.
  4. If you only want to send this email to staff who have scheduled shifts during this period, uncheck the checkbox next to Send email to user even if they are not scheduled.
  5. Click the Send button.
    • Those staff members who have the Schedule Assignment notifications enabled for their accounts will receive an email and/or SMS message.
Options in the Email/SMS Scheduled Shifts window

Notify staff of multiple schedules of upcoming shifts via email or SMS

While in multi-schedule view, Admin users will see the option to notify the users in the selected schedules of their upcoming shifts.

  1. Click on the Email () button.
The Email button in mutli-schedule view
  1. On the Email/SMS Scheduled Shifts modal, select the date range for the shifts you want to include in the email.
    • By default, the dates selected are those you are currently viewing on the calendar (e.g. if you are in Week view, then the dates will default to the week you're currently viewing).
  2. Use the Staff Member dropdown to select one or more staff members to be notified. To send a notification to all staff assigned to the schedule, choose the Select All option.
  3. ‚ÄčOptionally, add a message to the email in the Email Message field.
  4. If you only want to send this email to staff who have scheduled shifts during this period, uncheck the checkbox next to Send email to user even if they are not scheduled.
  5. Click the Send button.
Options in the Email/SMS Scheduled Shifts window

Email the staff of a schedule

If you would like to send a custom email to one, multiple, or all staff members assigned to this schedule, you can directly from the schedule's page.

  1. Click on Schedules from the command bar.
  2. Select the schedule you want to send shifts for from the Schedule for dropdown.
  3. Click on the Email () button.
  4. Choose the Email Staff option from the dropdown to open the Email Staff modal.
Email staff on a schedule part 1
  1. In the Email Staff window, select the staff members on the schedule to be emailed from the Send To field.
    • All staff assigned to the schedule are selected by default.)
  2. Optionally, add any external addresses that should also be emailed in the CC field.
  3. If you would like to copy yourself on the message, select the CC myself on this message checkbox.
  4. Set the Subject of the email.
    • The name of the schedule is added by default. 
  5. Write your message in the Email Message field.
  6. Click the Send button.
Email staff on a schedule part 2