Only Users with the Primary Security Role of Full Access or Accounting Manager or the Secondary Security Role of Schedule Approval will be able to publish shifts and schedules  The 'Publish' button is what you'll use to Bulk Publish Shifts, as well as notify your Employees of their Published Shifts.  This button can also be used to Bulk Unpublish Shifts that have previously been Published.  Individual Shifts can be Published or Unpublished as needed, without the use of the 'Publish' button, by right clicking on the Shift.

  • Note: Any Department or Job filters that are in place will also be in effect for Bulk Publishing, meaning that if your View only shows 1 Department, when you click 'Publish', only the Shifts for that Department (that are currently visible on the Schedule Calendar) will be Published.  



Bulk Publishing


The 'Publish' button will be grayed out on a Schedule that doesn't have any Shifts on it as shown below:



Once at least one Shift has been created, it will turn blue and allow you to Publish that Shift.  



Schedules can be Bulk Published using the following settings:

  • Publish by Department
  • Publish by Job
  • Publish by Employee
  • Publish & Alert


Publish & Alert

When Employees are Alerted, they will receive a notification that their Shift(s) has/have been Published based on their Preferred Contact Method (Text or Email or Both) listed on their Employee Record.


By Department


Each Department that has a Shift that appears on the Schedule will be selected in the 'Department' selector.  When 'Publish' or 'Publish & Alert' is clicked, each Employee that belongs to the Departments selected in the 'Departments' Selector will have their Shift(s) Published


By Job



Each Job that has a Shift that appears on the Schedule will be selected in the 'Jobs' selector.  When 'Publish' or 'Publish & Alert' is clicked, each Employee that has a Shift with a Job selected in the 'Jobs' Selector will have their Shift(s) Published.


By Employee



Each Employees that appears on the Schedule will be selected in the 'Employees' selector.  When 'Publish' or 'Publish & Alert' is clicked, each selected Employee will have their Shift(s) Published.  



Schedule Writeback


Users with Toast as their POS system have the ability to enable Schedule Writeback, where Schedules created in R365 can be published to the POS. Updating Toast's Grace Period can provide a time frame that an Employee can clock in and out before and after their Scheduled Start Time, ultimately limiting early clock-in and cutting Labor costs. Click here for more information on Schedule Writeback.



Publish Check



When clicking the 'Publish' button, a Publish Check will occur to display any conflicts that exist in the Schedule. The following errors will be assessed during this check:

  • The number of days over budget, where the Scheduled Labor exceeds the Forecasted Hours
  • Any shifts that overlap for an Employee, either by the date, time, differing Locations, or Job Title
  • The Employees that are scheduled for Overtime
  • Any shifts that overlap with Time Off requests (both Pending and Approved)
  • Any shifts that overlap with Employee unavailability

If one or more of these conflicts occur, a warning message will appear that disclaims the details of each conflict, as displayed above. The schedule can still be published regardless, but this message provides a way to review any potential issues with Scheduling.



Bulk Unpublishing


Once at least one Shift has been Published, the down arrow on the 'Publish' button will become active where you can click it and toggle 'Unpublish', as shown below:



Once selected, the 'Publish' button will change to 'Unpublish':


Schedules can be Bulk Unpublished using the following settings:

  • Unpublish by Department
  • Unpublish by Job
  • Unpublish by Employee
  • Unpublish & Alert



Publish & Alert

When Employees are Alerted, they will receive a notification that their Shift(s) has/have been Unpublished based on their Preferred Contact Method (Text or Email or Both) listed on their Employee Record.



By Department


Each Department that has a Published Shift that appears on the Schedule will be selected in the 'Department' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each Employee that belongs to the Departments selected in the 'Departments' Selector will have their Shift(s) Unpublished



By Job



Each Job that has a Shift that has been Published on the Schedule will be selected in the 'Jobs' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each Employee that has a Shift with a Job selected in the 'Jobs' Selector will have their Shift(s) Unpublished.



By Employee



Each Employee that has a Shift Published on the Schedule will be selected in the 'Employees' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each selected Employee will have their Shift(s) Unpublished.  



Individual Publishing & Unpublishing


In place of performing Bulk Publish/Unpublish actions, you can individually Publish or Unpublish Shifts as needed.  On the Schedule Calendar, when a Shift is Published (meaning it could be manually Unpublished) it will have a solid top right corner, as shown in #1 below.  If a Shift is Unpublished (meaning it could be manually Published) it will have a notch taken out of its top right corner, as shown in #2 below.



To Individually Publish a Shift, right click on the Shift, then select 'Publish'



To Individually Unpublish a Shift, right click on the Shift, then select 'Unpublish'