Publish the rota
Send a finished week out to the team from the web or the iPhone, and send it again after you change it.
A week is a draft until you publish it. Only the people who build the rota can see a draft. Publishing is what puts the shifts in front of the team and tells them.
On the web
Go to Rota & team, then Rota
- Pick the location and go to the week. A week that has not gone out is marked Draft under the location’s name.
- Press Publish. The Publish rota box opens with how many shifts and how many people the week has, and the names of everyone on it.
- Read any warnings. Yes Chef counts staff who are not scheduled, anyone double-booked, shifts that overlap approved time off, and checks with no preferred staff scheduled. Warnings do not stop you.
- Press Publish, or Publish anyway if there are warnings. It says Rota published, the week is marked Published, and the button reads Published.
On the phone
- Open Rota and go to the week. A week that has not gone out is marked Draft.
- Press Publish week at the foot of the screen.
- It asks Publish this week? with the number of shifts and the dates. Press Publish. It says Rota published and the week is marked Published.
What happens next
- Everyone with a shift that week can now see it, on My shifts and on the team rota. See See your shifts.
- Each of them gets a line in their inbox. Phones with alerts on get an alert. An email goes too if email is connected for your restaurant.
- On the web, a count beside the status shows how many of them have seen the rota.
- If the week leaves someone booked at the same time on another location’s published rota, you are told straight after: Published · 1 clash, with the person, the day and the other location. The week has still gone out.
Send it again after a change
When a published week has changed, the web button reads Re-publish changes and the phone’s reads the same. Press it, then Re-publish. Staff on that week are told the rota has been updated. People whose own shift you added, changed or removed were already told when you saved it.
If it doesn’t work
- There is no Publish button, only the word Draft
- You can build the rota but not publish it. On the web you see Draft, Changes not sent or Published where the button would be; on the phone a week with changes waiting says Not sent. Ask a Location Manager or an Admin to publish, or to give you the “Publish the rota” permission.
- Publish is greyed out
- On the web a draft with no shifts cannot be published. Add a shift first. A button that reads Published is greyed because nothing has changed since it went out.
- “Couldn’t publish the rota”
- It did not go out. Check your connection and press the button again.
- Someone says they cannot see their shifts
- Check the week is marked published, and that their shift is at a location they work at. They only ever see published weeks.
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