Sending and printing the schedule

Once the week looks right, share it with your team: email it out from the Schedule page, or print a sheet for the back office wall.

Sending the schedule by email

On the Schedule page, open the ⋯ menu and choose Send schedule…. There are two kinds of email, and you can toggle each independently:

• Published schedules – a summary sent to Managers or All team members. It includes the week's stats (people, shifts, open shifts, % covered), what changed, a note on the day with the most open shifts, and the full week attached as a PDF.
• Individual schedules – every scheduled person gets their own week, with a subject like "Your shifts · Feb 17–23". It lists their shifts day by day, a "what changed" section (added / updated / removed since the last send), and an overtime note if they're over the weekly standard.

A live count shows how many recipients each option will reach before you send, and after sending you'll see a confirmation of how many summaries and individual schedules went out.

Emails arrive in each person's own language, based on the language set in their account. If Maria works in English and Liam reads Spanish, each gets the schedule in their language automatically. More on schedule emails in email notifications.

Printing the schedule

From the same ⋯ menu, choose Print schedule… to open a print preview. You can adjust:

• Layout – Grid for the whole week on one sheet, or Per employee for one section per person.
• Paper size – picked automatically (A4 or Letter), and you can change it if your printer needs another size.

Click Print now to print just the sheet – no browser headers or app interface around it.

The printed sheet mirrors the Schedule grid: department sections, role rows, day columns, a color legend, and a signature line ("Approved:") so a manager at Northside Inn can sign off the posted copy.

Exporting the schedule

From the same ⋯ menu, choose Export… to download schedule data as a file. Pick what to export and the dates, then click Export as CSV or Export as Excel:

• Shifts – one row per assigned shift, with times and paid hours.
• Premium hours – hours and counts per person and week that payroll uses for premiums, such as hours over 40, night hours and days with a long spread. The file has no pay amounts. Premiums are counted in whole weeks, Monday to Sunday, so the dates you pick are widened to full weeks, and the window shows which weeks the file covers.
• Schedule record – every shift as recorded, open shifts included, with when it was created and last updated.
• Change log – every change to shifts and swaps made on the dates you pick, with who made it and when. Changes made before August 8, 2026 are not included.

The last three are listed under Rule pack reports when a rule pack is turned on for the location in Settings → Scheduling rules.

The dates start on the week you have open, and you can pick up to 9 weeks at a time. Schedio remembers the report you chose last time.

When to use which

Email reaches people wherever they are and tells each person exactly what changed for them. Printing suits the places where paper works best – the staff room wall, the front desk binder. Most teams do both: send after every meaningful change, print once the week is settled.