It's now possible to share your schedule outside the app seamlessly. You can create a shareable link to a specific view of your schedule, customized by filters to ensure only the relevant information is displayed and visible to the recipients. Managers can share this link with any external parties without needing to add them to the app, and recipients will gain a clear overview of your published shifts, providing them with valuable insights while fostering better communication and planning. Let's dive deeper into this!
In this article, we'll cover:
How to Create a Shareable Link to Your Schedule
Before we explain the steps of creating a shareable link for your schedule and you begin sharing this link with third parties outside the app, take into consideration the following important details:
Anyone with the link can access the schedule view. Remember that this link can be shared with parties outside your organization, so only include necessary information.
Considering the previous point, if the link contains any Personally Identifiable Information (PII) or Protected Health Information (PHI), ensure you have obtained the necessary consent or legal basis before sharing it.
Now that we've covered these essential details follow these steps to create a schedule shareable link:
Once you've logged into the admin dashboard, access the Job Schedule feature from the left sidebar. Please note that the ability to create a shareable link to the scheadule is only available for Owners on the platform.
Click on the relevant schedule
Navigate to the Actions button at the top right and select the option Share schedule. A pop-up will appear for you to customize your link:
Please add a link title - remember that this title will be visible to the recipients.
If you want to control which type of shifts/users are displayed, click on Edit Filters and make your selection.
Once you've customized it to fit your needs, click on Generate link.
Then, ensure to select the Save link button.
Once the shareable link has been saved, we encourage you to click on Preview to confirm that everything is in order.
To finish, Copy and paste the link on any of your chosen communication channels and send it to the relevant third parties.
All done!
Please note: Currently, it's only possible to generate a link for the weekly view by Users. The weekly view by jobs and layers will be available in the future.
How to Manage Your Schedule's Shareable Links
You can easily access and manage all your active and live shareable links from the Actions menu. You can rename them, delete them, add more links, adjust their filters, and more. Firstly, access your existing shareable links with these steps:
Access the relevant scheduler
Navigate to the Actions button from the top right and select the option Manage shared links
A section will open on the right side of your screen where you can view and manage all the existing shareable links for the selected job scheduler you've accessed.
Secondly, and now that you've learned how to access your links, let's elaborate further on the actions you can take from this section to manage them to fit your needs.
Adjust Filters
To adjust the filters of a shareable link, simply access the "Manage shared links" section with the above steps, click on Edit filters, and make all your adjustments to ensure your new needs are met. Save your changes once you are done. All your edits will be automatically applied, meaning there is no need to send the link again. Your recipients will access the new view instantly!
Rename, Deactivate, and Delete a Link
To rename, delete, or deactivate a shareable link, simply access the "Manage shared links" section with the above steps, click on the three dots next to the link's title, and choose whether to Rename, Deactivate, or Delete it.
When a link is deactivated or deleted, recipients no longer have access to the schedule as they did before. They will get a message saying, "The link is no longer available. Please contact the person who sent you this link to clarify why it was taken off".
To reactivate a link, simply click on Reactivate.
Regenerate a Link
Regenerating the schedule shareable link ensures that only the correct people can view your schedule. Sometimes, you may stop working with certain clients or experience organizational changes, for example, and no longer wish for specific third parties to access your schedule. They will retain access if they still have the link you provided previously. To manage this, we have implemented the option to regenerate the link. Once you regenerate the link, you can resend it to the relevant parties, and the old link will become unavailable.
To regenerate a link, access the "Manage shared links" section with the above steps and click the arrow icon. A popup warning will appear; please select Regenerate link. The link will be regenerated; you can copy and share it again.
How the Schedule Shareable Link Works for the Recipients
Once you have your link and have shared it with the relevant recipients, they can open it to view your weekly schedule. Recipients of the link can only view published and assigned shifts and cannot make changes to the schedule.
What Do Recipients See?
When the recipients access the link you've shared with them, they will see a specific view of the schedule according to the filters you've set. Take a look at the example below of what the weekly view by users looks like!
The recipient will see an empty schedule if there are no published or assigned shifts on a certain week, as illustrated below.
What Actions Can Recipients Take?
As mentioned previously, recipients cannot make any changes to the schedule, but some actions are available for them to facilitate their navigation. Recipients will be able to:
View Shift Details: Recipients can click on any shift to view its details, including the shift status, providing insights into which users have confirmed shifts and which ones have claimed them, as well as the shift tasks, allowing recipients to follow their live completion progress.
Search Bar: Recipients can use the search bar at the top left to find specific users.
Date Range: Recipients can utilize the date range at the top right corner. With a click, they can transition to previous or future weeks and even select the calendar icon next to it to be redirected to the current week.
*The ability to use the schedule sharable link is only available from the Advanced plan under the Operations hub and above*
*The ability to create more than one schedule shareable link is only available from the Expert plan (up to 6 links) under the Operations hub and above*
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