Sharing Schedules Publicly

How-To Guide For Employees Scheduling
Last updated: January 26, 2026 • Version: 1.0
Table of Contents

Sharing Schedules Publicly

Learn how to share published schedules with external users via public links. Enable public access, generate shareable links, and manage schedule sharing settings for your organization.

Overview

Public Schedule Sharing allows managers and administrators to share published schedules with external users who don’t have accounts in the system. This is useful for sharing schedules with contractors, temporary staff, clients, or anyone who needs view-only access to schedule information.

Who this is for: Managers and Administrators
Time needed: 5 minutes per schedule
Prerequisites: Published schedule and admin/manager permissions

🎯 What You’ll Learn

  • How to enable public sharing for schedules
  • How to generate and share public links
  • How to manage sharing settings
  • How to disable public access
  • Understanding public schedule access

🚀 Enabling Schedule Sharing

Step 1: Access Schedule Details

  1. Navigate to Schedules from your dashboard
  2. Find the schedule you want to share
  3. Click on the schedule to view details
  4. Ensure the schedule is Published (sharing requires published schedules)

Step 2: Enable Sharing

  1. On the schedule details page, find the Share Schedule section
  2. Click Enable Sharing button
  3. A public access token is automatically generated
  4. Sharing is now enabled for this schedule
  1. After enabling sharing, you’ll see the Public Share Link
  2. Click Copy Link to copy the URL
  3. Share this link with anyone who needs access
  4. The link works without requiring login

The public link can be shared with:

  • External contractors or temporary staff
  • Clients who need to see schedules
  • Family members of employees (with permission)
  • Anyone who needs view-only schedule access

How to Share

  • Email: Send the link via email
  • Messaging: Share via text message or messaging apps
  • Documents: Include in printed schedules or documents
  • Website: Embed or link from your website

Security Note: Only share links with trusted individuals. Anyone with the link can view the schedule.

🔒 Managing Sharing Settings

Viewing Sharing Status

On the schedule details page, you can see:

  • Sharing Status: Enabled or Disabled
  • Public Link: The shareable URL
  • Access Count: How many times the link has been accessed (if tracked)

If you need a new link (e.g., for security reasons):

  1. Go to schedule details
  2. Click Regenerate Link
  3. A new public access token is generated
  4. The old link stops working
  5. Share the new link with authorized users

Use Cases:

  • Previous link was shared too widely
  • Security concerns
  • Need to revoke access from specific users

Disabling Sharing

To stop public access:

  1. Go to schedule details
  2. Click Disable Sharing
  3. Confirm the action
  4. Public link stops working immediately
  5. External users can no longer access the schedule

👁️ What Public Users See

Public Schedule View

When someone accesses a public schedule link, they see:

  • Schedule Name: The name of the schedule
  • Business Name: Your organization name
  • Date Range: Schedule period dates
  • Shift List: All shifts in a table format
    • Date
    • Time
    • Shift name
    • Location
    • Duration
  • Grouped by Date: Shifts organized by day

Limitations

Public users cannot:

  • Edit or modify schedules
  • See employee names (if configured)
  • Access other schedules
  • Log in to the system
  • Make any changes

Public users can:

  • View schedule information
  • See shift details
  • Print or save the schedule view
  • Share the link (if they have it)

⚙️ Sharing Configuration

Schedule-Level Sharing

Each schedule has independent sharing settings:

  • Enable/disable per schedule
  • Unique public link per schedule
  • Can share multiple schedules with different links

Expiration Settings

Some organizations configure expiration:

  • Links may expire after a set time
  • Schedules may have expiration dates
  • Check with your administrator for expiration policies

✅ Best Practices

Security

  • Share Selectively: Only share links with authorized individuals
  • Regenerate Regularly: Change links periodically for security
  • Monitor Access: Be aware of who has access to links
  • Disable When Done: Turn off sharing when no longer needed

Communication

  • Clear Instructions: Tell recipients what the link is for
  • Set Expectations: Explain it’s view-only access
  • Provide Context: Include schedule period dates in communication
  • Update Recipients: Notify if link changes or expires

Management

  • Document Sharing: Keep track of who has which links
  • Regular Review: Periodically review which schedules are shared
  • Clean Up: Disable sharing for old or completed schedules
  • Consistent Process: Use consistent sharing practices across schedules

🔧 Common Issues & Solutions

Issue: “Sharing not available”

Symptoms: Can’t find enable sharing option
Solution:

  • Ensure schedule is published (draft schedules can’t be shared)
  • Verify you have manager/admin permissions
  • Check that sharing feature is enabled for your business
    Prevention: Publish schedules before attempting to share

Symptoms: Public link shows error or not found
Solution:

  • Verify sharing is still enabled
  • Check if link was regenerated (old link won’t work)
  • Ensure schedule hasn’t been deleted or unpublished
    Prevention: Verify links periodically and notify users of changes

Issue: “Need to revoke access”

Symptoms: Want to stop specific users from accessing
Solution:

  • Regenerate the link (old link stops working)
  • Share new link only with authorized users
  • Or disable sharing entirely if needed
    Prevention: Be selective about who receives links initially

Issue: “Schedule expired”

Symptoms: Public view shows schedule expired message
Solution:

  • Check schedule expiration date
  • Create new schedule if needed
  • Share new schedule link
    Prevention: Be aware of schedule expiration dates when sharing

💡 Pro Tips

  • Test Links: Always test public links before sharing widely
  • Use Descriptive Names: Schedule names help recipients understand what they’re viewing
  • Set Expiration: Consider schedule expiration dates when sharing
  • Document Access: Keep records of who has access to which schedules
  • Regular Updates: Regenerate links periodically for security
  • Clear Communication: Explain to recipients what they’re viewing and limitations

❓ Need More Help?

  • Can’t enable sharing? Verify schedule is published and you have proper permissions
  • Link questions? Check that sharing is enabled and link hasn’t been regenerated
  • Security concerns? Regenerate links regularly and share selectively
  • Need to share multiple schedules? Each schedule has its own sharing settings and link

This guide covers sharing published schedules publicly. For information about employees sharing their personal schedules, see the User Schedule Sharing Guide.

Article ID: schedule_sharing_guide