Sharing Your Personal Schedule

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

Sharing Your Personal Schedule

Learn how to share your personal work schedule with family, friends, or others via a public link. Enable schedule sharing, generate shareable links, and manage your sharing settings.

Overview

Personal Schedule Sharing allows you to share your work schedule with people outside the system using a public link. This is useful for sharing your schedule with family members, personal assistants, or anyone who needs to know when you’re working - without requiring them to create an account.

Who this is for: All employees
Time needed: 3-5 minutes to set up
Prerequisites: Assigned shifts in the system

🎯 What You’ll Learn

  • How to enable schedule sharing
  • How to generate and share your public schedule link
  • How to manage sharing settings
  • How to disable sharing when needed
  • Understanding what others see when viewing your schedule

🚀 Enabling Schedule Sharing

Step 1: Access My Shifts

  1. Navigate to My Shifts from your dashboard
  2. This shows your personal schedule view
  3. Look for the Share Schedule button in the header

Step 2: Open Share Modal

  1. Click Share Schedule button
  2. A modal window will open
  3. You’ll see options to enable sharing

Step 3: Enable Sharing

  1. Click Enable Sharing button
  2. A public access token is automatically generated
  3. Your public schedule link is created
  4. Sharing is now active

After enabling sharing:

  1. The modal shows your Public Share Link
  2. The link looks like: https://yourcompany.com/users/public/[token]/shifts
  3. Click Copy button to copy the link
  4. Share this link with anyone who needs access

You can share your schedule link via:

  • Text Message: Send link to family members
  • Email: Email to personal contacts
  • Messaging Apps: Share via WhatsApp, etc.
  • Calendar Apps: Some apps can import from public links

Privacy Note: Only share your link with people you trust. Anyone with the link can view your schedule.

👁️ What Others See

Public Schedule View

When someone accesses your public schedule link, they see:

  • Your Name: Your full name
  • Business Name: Your organization name
  • Your Shifts: All your assigned shifts in a table
    • Date
    • Time (start and end)
    • Shift name
    • Location
    • Duration
  • Grouped by Date: Shifts organized by day

What They Don’t See

Public viewers cannot see:

  • Your personal information beyond name
  • Other employees’ schedules
  • Schedule editing options
  • Any system features
  • Your login credentials

Public viewers can:

  • View your shift schedule
  • See dates and times you’re working
  • See locations where you work
  • Print or save the schedule view

⚙️ Managing Sharing Settings

Viewing Sharing Status

In the Share Schedule modal, you can see:

  • Sharing Status: Whether sharing is enabled or disabled
  • Public Link: Your current shareable URL
  • Management Options: Buttons to manage sharing

If you need a new link (for security or if shared too widely):

  1. Open Share Schedule modal
  2. Click Regenerate Link button
  3. A new public access token is generated
  4. The old link stops working immediately
  5. Copy and share the new link with authorized people

When to Regenerate:

  • Previous link was shared too widely
  • Security concerns
  • Want to revoke access from specific people
  • Link was accidentally shared publicly

Disabling Sharing

To stop sharing your schedule:

  1. Open Share Schedule modal
  2. Click Disable Sharing button
  3. Confirm when prompted
  4. Public link stops working immediately
  5. People can no longer access your schedule

Note: Disabling sharing doesn’t affect your schedule in the system - it only stops public access.

🔄 Re-Enabling Sharing

If you disabled sharing and want to enable it again:

  1. Open Share Schedule modal
  2. Click Enable Sharing
  3. A new public link is generated
  4. Share the new link (old link won’t work)

Important: Each time you enable sharing, a new link is created. Old links from previous sharing sessions won’t work.

✅ Best Practices

Privacy & Security

  • Share Selectively: Only share with trusted individuals
  • Regenerate Regularly: Change your link periodically
  • Be Aware: Remember that anyone with the link can view your schedule
  • Disable When Not Needed: Turn off sharing when you don’t need it

Communication

  • Set Expectations: Tell recipients it’s view-only
  • Update Recipients: Notify if you regenerate the link
  • Explain Purpose: Let people know what they’re viewing
  • Respect Privacy: Don’t share others’ schedules without permission

Practical Tips

  • Family Planning: Share with family for planning purposes
  • Personal Assistant: Useful for assistants managing your calendar
  • Emergency Contacts: Helpful for emergency contacts to know your schedule
  • Regular Updates: Your schedule updates automatically - recipients see current info

🔧 Common Issues & Solutions

Issue: “Share Schedule button not visible”

Symptoms: Can’t find the Share Schedule button
Solution:

  • Ensure you’re on the “My Shifts” page
  • Check that you have assigned shifts
  • Verify the feature is enabled for your business
    Prevention: Navigate directly to My Shifts page

Symptoms: Public link shows error or not found
Solution:

  • Verify sharing is still enabled
  • Check if you regenerated the link (old links don’t work)
  • Ensure you haven’t disabled sharing
    Prevention: Test links after sharing and notify recipients of changes

Issue: “Need to revoke access”

Symptoms: Want to stop specific people from viewing
Solution:

  • Regenerate your link (old link stops working)
  • Share new link only with authorized people
  • Or disable sharing entirely
    Prevention: Be selective about who receives your link

Issue: “Schedule not showing shifts”

Symptoms: Public view shows no shifts
Solution:

  • Verify you have assigned shifts in the system
  • Check that shifts are within published schedules
  • Ensure shifts haven’t been removed
    Prevention: Verify your schedule has shifts before sharing

💡 Pro Tips

  • Test First: Always test your public link before sharing
  • Keep It Private: Don’t post your link publicly (social media, etc.)
  • Regular Updates: Your schedule updates automatically - no need to reshare
  • Family Use: Great for family members who need to know your work schedule
  • Easy Access: Recipients don’t need accounts - just the link
  • Mobile Friendly: Public view works well on mobile devices

❓ Need More Help?

  • Can’t enable sharing? Verify you have assigned shifts and the feature is enabled
  • Link questions? Check that sharing is enabled and link hasn’t been regenerated
  • Privacy concerns? You control who has your link - share selectively
  • Need to stop sharing? Disable sharing or regenerate link to revoke access

This guide covers sharing your personal schedule. For information about managers sharing published schedules, see the Schedule Sharing Guide.

Article ID: user_schedule_sharing_guide