After you've created your shifts, you can publish them to share them with your staff. They'll then be notified that they have been given a shift and, when they log in, will be able to view them.

When shifts are added, they are added in an unpublished state - unpublished shifts can only be viewed by Admins and Managers who can edit the rota so are still in a planning state.

When shifts are published, they will be visible to employees through the app and on desktop. Staff will also receive a notification (if notifications are enabled) that they have been given shifts. These notifications have an intentional delay of a few minutes to avoid informing staff of accidental publishing.

A published shift will be faded with a grey dotted line around it, and a published shift will show in bold with black text.

To quickly publish a shift is to hold down the 'P' key on your keyboard and click on a shift. The shift will then be instantly published.

You can also hold down your 'P' key and click on an employee to publish all their shifts for that week/month or click a day to publish all shifts that day.

When adding a shift, the shift box will have an option to publish (or unpublish) a shift. This can be toggled on to publish the shift (this will show green) or toggled off to hide it from employees (this will show grey).

You can also do this by clicking on an existing shift and changing the toggle.

You can publish a whole week or month at once using the 'Publish' button in the top right corner. This will be green if there are shifts to publish and will show the number of shifts currently unpublished. If all shifts for that week/month are already published, this will be grey.

You can also unpublish a whole week/month at once. To do this, click the downwards arrow beside the 'Publish' button and select 'Un-publish week' or 'Un-publish month'.

RotaCloud Pro offers a Bulk Actions tool which allows you to filter down your shifts, find what you need, and make changes to them all at once. This can be used to publish hundreds of shifts at the same time along with other changes you might need such as changing Locations, Roles, shift times, etc..

If you have Pro, you can find this on the Rotas tab on desktop by going to Tools > Bulk Actions.

If you want learn more about how to use the Bulk Actions tool, including bulk publishing/unpublishing shifts, click here.
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When adding a shift on the app, the shift card where you enter the employee's Role, shift times etc. has an option to publish the shift.

This can be toggled on to publish the shift (this will show blue) or toggled off to hide it from employees (this will show grey). Existing unpublished shifts will have grey text and published shifts will have black text.

When the shift is first published, the employee will receive a notification that they have been assigned a shift*, and it will be visible to the employee when they log in on the app or web. If the shift is left unpublished, only those with the permissions to edit that rota will see it.

You can also do this by tapping on an existing shift and changing the toggle.

When using the grid-view on your Rotas tab, you can change from published and unpublished in the same way - simply add a shift or tap an existing one to see the same toggle option.