Send the schedule PDF by email

Shyfter lets you generate a PDF of your schedule and send it automatically by email to the people of your choice. You create a template called a PDF schedule: in it, you define the recipients, the user statuses concerned and the information shown on the document. Every time the schedule is published, the matching PDF is generated and, if you asked for it, sent automatically by email.

This feature is especially useful in two situations:

• Recurring automatic sending: a site manager, a director or a client wants to receive the schedule by email without having to log in. Once the PDF schedule is configured, they receive it at every publication.
• Temp workers: you can create a PDF schedule filtered on the "temp" status and send it directly to the temp agency. The agency then receives a schedule containing only the workers concerned.

Where to find the feature

Go to Settings → Schedules → PDF schedules.

You land on the Schedule PDF page, which lists all the templates already configured. For each one, the table shows:

• Name: the name of the PDF schedule.
• Recipients: the email addresses that receive the document.
• Free shifts: indicates whether free shifts are shown on the PDF.
• Actions: the buttons to edit or delete the template.

A search field at the top of the list helps you find a template by name. The New button opens the creation panel.

Create a PDF schedule

Click New. A panel titled Add a PDF schedule opens on the right. Fill in the following fields.

Name The name of the template (required). It does not appear on the PDF, it only helps you identify the template in the list. Choose a meaningful label, for example "Temp agency schedule" or "Weekly management schedule".

Recipients Enter one or more email addresses here. Type the address then confirm with the Enter key to add it, and repeat for each recipient. These are the people who will receive the PDF by email. Each address must be a valid email address.

Automatically send to recipients This toggle controls automatic sending. When it is enabled, the PDF is sent by email to the recipients each time the schedule is generated. When it is disabled, the document is still prepared but is not sent automatically.

User statuses Select one or more user statuses (for example: permanent, student, temp). The PDF will then only contain the employees matching the selected statuses. This filter is what lets you, for instance, send a temp agency only the schedule of the temp workers. If you select no status, all employees are included.

Information shown on the PDF

Below the previous fields, a set of toggles lets you choose what appears on the document. Only enable what the recipient needs:

• Accessibility: shows accessibility information.
• Display shifts colors: reproduces the shift colors on the PDF as they appear in the schedule.
• Display free shifts: includes unassigned shifts.
• Tasks: shows the tasks linked to the shifts (if the feature is enabled and tasks exist).
• Section: shows the section of each shift (if sections are enabled).
• Skills: shows the skills (if the feature is enabled).
• Comment: shows the shift comments.
• Breaks: shows the breaks.
• Total hours: shows the total hours.
• Attributes: shows the attributes (if the feature is enabled and attributes exist).
• NISS / Users status: shows the NISS and the status of the employees.
• Display cost: shows the cost of the work performed.
• Display PDF generation time: adds to the document the time at which it was generated.

Some toggles only appear if the matching option is enabled on your account (tasks, sections, skills, attributes).

Once your choices are made, click Save. The Cancel button closes the panel without saving.

When is the PDF sent

The PDF schedule is not sent when you save it in the settings. It is generated when you publish the schedule for the period concerned. At that point, Shyfter creates a PDF for each configured template, applying its status filter and its display options. If the Automatically send to recipients toggle is enabled for that template, the document is then sent by email to the recipients listed.

You can create as many PDF schedules as needed: a full template for management, a template filtered on temp workers for the agency, a simplified template for a client, and so on. Each one is sent independently according to its configuration.

Edit or delete a PDF schedule

In the list, the Actions column lets you edit an existing template (the panel opens with the title Edit a PDF schedule) or delete it. Deletion asks for confirmation and is permanent.