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Publish and share the schedule
In Site Connect, every task you add to the Scheduling board starts as a draft. Drafts are your working copy: only schedulers see them, and nobody is notified. When the week looks right, you publish it, and each person gets their tasks on the Site Connect app. This page covers publishing, taking tasks back, following your crew's answers, and sharing or printing the schedule.
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Where to find it
Menu: Scheduling · Address: hub.siteconnect.ai/scheduleWho can use it: people whose role has the Scheduling permission with Edit. Admins have it by default — see Roles and permissions.
The life of a scheduled task
Your teamSite ConnectDecisionBlockedDone
Drafts and published tasks
On the board, a draft is a light blue card with a dashed border (Draft — not visible to workers yet). Once published, the card turns solid in the project's colour. The Publish button shows how many drafts are waiting, for example Publish (12).
All of these start as drafts: new tasks, copies, pasted and duplicated tasks, tasks loaded from a template, and tasks you drag in from the No date column. The exception is Create multiple tasks and Import tasks from Excel: tick Publish right away (workers see them immediately) to skip the draft step.
An open slot that nobody can claim (no assignee, and Enable users to claim this task turned off) is a placeholder. It's never published — assign someone or turn on claiming first.
Check before you publish
- Click Actions › Pre-publish check.
- Read the list. Must fix shows problems set to block publishing — by default, a person on approved leave. Worth a second look shows warnings, such as overlapping tasks, a public holiday, too many hours in a day, or two job sites far apart.
- Fix what you need to on the board. Open settings takes you to the levels for each kind of problem.
Publish the schedule
- Open the period you want to send, for example next week.
- To send only part of it, filter first — for example one department or one person. The button changes to Publish filtered and counts only the drafts you can see.
- Click Publish. You'll see Published … tasks.
If any task has a problem set to Block, nothing is published: the Pre-publish check opens to show which tasks. Fix them, or click Publish anyway — note that this publishes every draft in the period you're viewing, not only the filtered ones.
Publishing a day or a row doesn't run the check. Publish this day and Publish tasks in this row send their drafts even when one has a Must fix problem. Run Actions › Pre-publish check first when you publish that way.
Other ways to publish a smaller part:
| To publish | Do this |
|---|---|
| One day | Hover over the date at the top of the column, click ⋯ › Publish this day |
| One person's (or project's) row | Hover over the row name, click ⋯ › Publish tasks in this row |
| Tasks you selected | Select the cards, then Publish selected tasks in the bar at the bottom |
| A single task | Card ⋯ › Edit just this task… › Publish, or open the task and use the Draft chip next to its name — see Task details |
Publishing a day or a row asks you to confirm and tells you how many tasks it will send. If you're limited to some schedule groups, you only publish tasks for your own people.
What your crew sees
- A notification. Each person gets one message for all their new tasks, titled New work schedule, with how many tasks they have and the dates. It arrives in their Site Connect chat and shows as a notification on their phone. Tapping it opens their schedule on the first day.
- Their tasks in the app. Published tasks appear under Schedule › My tasks and in the Task tab. From there they can accept or decline and check in — see Schedule and Tasks and check-in.
- Open slots. Published open slots that allow claiming appear in the app under Open tasks, where anyone can take one.
- Later changes. If you change the date, time, project, task name or time zone of a published task, the person is told their task changed (editing only the notes doesn't notify them). If you unpublish, unassign, delete or remove it from the schedule, they're told it was removed.
By default people see only their own tasks. In Settings › General you can choose what your crew can do and see in the app, for example Confirm the task (will attend), Reject the task, or Let workers see the whole crew's schedule, not just their own tasks. In Settings › Notification, the Notifications sent to workers table turns each message on or off for Mobile, Browser and Email (email is off by default).
Follow your crew's answers
When assignees can accept or decline (it's on by default — see Project settings):
- Each published card shows Accepted the task, Declined the task or No response yet.
- The orange part of each day's bar counts unconfirmed tasks. In Filters, use Unconfirmed only, or pick Accepted, Declined or No response.
- Click a card to see each person's answer and note. Clear response resets the answer to no response (the person isn't notified).
- You're notified when someone accepts or declines. Choose what you hear about under Settings › Notification › My notifications.
The Requests button (with a red count when something is waiting) lists your crew's requests in two tabs: Open slot claims and Task offers (someone asking a coworker to cover). Click Approve or Reject; a rejection can include a reason the person will see.
Unpublish
Unpublishing turns tasks back into drafts. The people affected no longer see them and get a message that their schedule changed.
- A single task: card ⋯ › Unpublish this task, or the Published chip in the task's details › Unpublish — back to draft.
- A row: row ⋯ › Unpublish.
- A day: the date's ⋯ › Unpublish this day.
- The whole period: Actions › Unpublish whole period.
The row, day and period options ask you to confirm and show how many tasks will change.
Share a view-only link
Send the schedule to people who don't use Site Connect — a subcontractor, a client or a crew group chat.
- Click Actions › Share schedule.
- Give the link a Link name.
- Under What link recipients can see, pick Whole schedule, Schedule group, People or Projects, and choose which ones.
- Tick Show people's names and Show task notes as needed, and choose when it Expires after (7 to 365 days, or No expiry).
- Click Create link, then Copy.
Anyone with the link can view the schedule week by week on a phone or computer, without signing in. They see published tasks only, never drafts.
To see or stop links, click Actions › Manage shared links. The table shows each link's scope, Views, Last viewed, expiry and Status (Active, Expired or Revoked). Click Revoke to stop a link at once — this can't be undone, so create a new link if you need one later.
Print or export
- Actions › Print schedule opens your browser's print dialog for the view on screen.
- Actions › Export to CSV downloads the tasks you can see, with your filters applied. The date's ⋯ › Export this day to CSV exports one day.
- In List view, the column menu lets you choose columns and Export CSV with exactly those.
Skip the draft step
If your company would rather send tasks as soon as they're created, choose Publish on create in Project settings. The board then hides the publish and unpublish controls. Any drafts left from before still show a Publish button so you can send them.
Good to know
- For a draft, Save draft in the Edit just this task… dialog keeps your changes without sending them.
- Changing the date, time or job site of a published task updates the person right away — you don't need to publish it again. But people you add to a published group task start as drafts: publish again to send it to them.
- People with only View on Scheduling see published tasks only, whether on the board or through a shared link.