Publish the Schedule and Notify Staff

Before publishing, the shifts are yours alone. After publishing they appear in the staff portal, in staff calendars and in their app.

What publishing means

A draft is invisible to staff. It also does not count as scheduled time on the Start tab, under Time or in the monthly overview — an unpublished shift does not apply.

A published shift is visible to staff. It is visible to whoever will work it, can be confirmed, can be swapped with a colleague and flows into the calendar subscription. It can no longer be deleted, only cancelled.

Before you publish

1. Read the warnings. The toolbar button says how many the period has. Red marks issues such as rule clashes or overlapping shifts; orange marks other deviations to review. The warning colour is not a legal assessment
2. Check the cost. Open the stats panel and compare labour cost against sales. Compare with your own budget and comparable periods
3. Check coverage. Turn on Forecasts in the 1-week view and see that staffing follows the bookings and last year's sales
4. Check that absence is approved. Nobody should be scheduled over an approved holiday

How to publish

1. Open Personal ▸ Schema and navigate to the period
2. Click Publicera in the toolbar
3. The dialog shows how many shifts are being published, how many employees are affected and the full warning list
4. Choose how staff should be notified (next section)
5. Click Publicera

Warnings do not prevent publishing. If there are warnings, the button simply changes to Publicera ändå. Red warnings do not stop you either — they are shown clearly, with the count called out, but the decision is yours.

After publishing the schedule shows a green Publicerat stamp. If only part of the period is published it reads Delvis publicerat.

How staff are notified

The publish dialog has two checkboxes:

Meddela berörd personal (Notify affected staff) (ticked by default). Those with the staff app get a push notification. Anyone without the app gets the message by email instead — otherwise most employees would get nothing at all.

Skicka även e-post till dem som har appen (Also send email to app users). Only to those who chose email in their own notification settings. Use it when the schedule is unusually important and you want the message to stay in the inbox.

Leave both empty and the schedule is published silently. It appears in the portal, but nobody gets a notification.

No SMS is sent when publishing, so publishing costs nothing extra.

After the send, the toolbar shows Senaste utskick with a stamp per channel: reached everyone, reached only some, or reached nobody. If someone is not reached, check their email address and notification settings. Email fallback requires a valid address. Contact the person directly if the notice did not arrive.

What staff see

Once published, each employee can:

• Open the staff portal and see their coming shifts with date, time, station, break and notes
• Confirm their shifts. A green tick appears next to the name in your schedule when the person has confirmed all their shifts, an orange clock when something is outstanding
• See open shifts and request them
• Request a swap with a colleague
• Subscribe to the schedule in Google Calendar, Apple Calendar or Outlook. The calendar updates automatically when you change something

Changing a published schedule

You can edit shifts after publishing too — staff see the change in the portal and in the calendar.

There is no locking of the period. The routine is therefore yours: change as early as you can, and contact whoever is affected by a late change directly. If you have a collective agreement, late schedule changes may entitle staff to compensation. Vendion does not calculate that for you — check what your agreement says.

Removing a published shift cancels it rather than deleting it, so the person is told.

Unpublishing the period

Published too early? Click Verktyg ▸ Avpublicera perioden. All published and confirmed shifts in the period become drafts again and disappear from the staff view.

There is no time limit, but staff may already have seen the schedule — tell them if some time has passed. Confirmations are reset, so they will confirm again when you republish.

Cancelled shifts are never brought back to life by a new publication.

Printing the schedule

For the noticeboard in the staff room: click Verktyg ▸ Skriv ut schema.

The printout is a grid with staff on the rows and the period's days in the columns, grouped by role, with hours summed per person and in total. Open shifts get their own section, and drafts are marked so nobody assumes they are settled. The heading shows the correct period — week, two-week span or month — and the footer is stamped with the print time.

You choose paper or PDF in your browser's own print dialog.