Email officers their schedule

From the agency roster, More then Email schedules sends each officer who holds a shift in the week on screen their own schedule by e-mail. You choose which officers, and each gets only their own shifts, with the client site and address, at the address they sign in with. Pay and notes are never included. Sends are recorded in your audit trail.

Who can do this?

Agency Admin and Agency Coordinator, on the agency roster. An organisation's staff and officers cannot.

How do I send schedules?

Open Roster Management and step to the week you want to send.
Press More → Email schedules….
The list shows every officer who holds a shift that week, with how many. Everyone who can be e-mailed starts ticked. Untick anyone you do not want to send to, or use Select none and tick a few.
Press Send to N officers.

The dialog then says Sent to 5 of 6 officers. and names anyone who was left out, with the reason.

What does each officer get?

Their own schedule for that week, across every client site they work: week table Monday to Sunday, every shift with its site and address, and a locations section. It comes from your agency, goes to the address the officer signs in with, and nobody else's shifts are in it. The footer says it was sent by a manager at your agency; it never names you.

Pay rates, notes, special requirements and other officers' names are never in it. Shifts that were cancelled or marked no-show, and shifts the officer declined, are not listed. Officers can also e-mail themselves, or have it sent every week or month, from My Schedule in the officer portal: see Email my schedule.

Who is left out?

In the dialog	Means
Greyed out, No login or not active: cannot be e-mailed	The officer has no e-mail address on file (so no real login), is switched off, or is no longer active on your roster. They are shown so you know, and are never sent anything
No officer holds a shift from … to …	There is nobody to send to for this week

What are the limits?

At most 100 officers in one send. If more are ticked the dialog says how many to untick and Send stays off until it is right. After a send, only the officers whose e-mail could not be sent stay ticked, so pressing Send again retries just them.
Five sends in ten minutes per person doing the sending.
Every send is recorded in your audit trail under Schedule e-mail: who sent it, the period, and how many officers it was requested for. It never records names or addresses. If that record cannot be written, nothing is sent.

If it goes wrong

What you see	What it means
You can send schedules 5 times in 10 minutes.	Wait a little and send again.
We could not load the people for this period.	Press Try again.
Sent to 0 of 3 officers, with the e-mail could not be sent	The mail provider did not take them. Send again in a few minutes.
An officer is listed as cannot be e-mailed (no login, or not active)	Check the officer on Add and manage officers.