The Publish Roster feature allows managers to publish a weekly roster to employees and send notifications when changes are made after initial publication. It is accessed directly from the Roster Details screen via a dedicated Publish Roster button.
This guide is structured in two parts:
Part 1 — Configuration: for administrators setting up notification defaults and roster visibility behaviour.
Part 2 — User guide: for managers publishing rosters, sending updates, and reviewing the audit trail.
Part 1 — Configuration
This section covers the settings that control how the Publish Roster feature behaves for managers across the organisation. All configuration is managed by an administrator.
The existing Publish Roster configuration settings apply to the EVO XD WFM Publish Roster screen. Default notification settings are configured at company level and are pre-populated each time a manager opens the Publish Roster panel.
Managers can override these defaults for a specific week before publishing, but the company-level defaults remain unchanged for future publishes.
Notification defaults
Notification defaults are maintained via XD > Roster Links > Notification Details.
Setting | Description |
Notify Employee Notification Centre | When enabled, a notification is posted to each employee's Notification Centre on publish. |
Send Employee Email | When enabled, an email is sent to each employee on publish. |
Email / MMS Subject | The subject line of the notification email. Supports |
Email Body | The body text of the notification email. Supports the same |
📌Note: The (start) and (end) placeholders are displayed as editable text in the panel and are resolved to actual dates only when the publish or send updates action is executed.
Roster visibility
A configuration parameter controls whether employees can see roster patterns before a week is published.
Setting | Employee experience |
Enabled | Employees cannot see their roster patterns until the week is published. Once published, patterns become visible. |
Disabled | Employees can see their roster patterns at any time. The publish action serves primarily as a notification trigger. |
Part 2 — User guide
This section is intended for managers who use the Publish Roster feature. It covers how to access the panel, publish a weekly roster, send updates to employees after making changes, and view the publish audit trail.
Access the Publish Roster panel
The Publish Roster panel is accessed from the Roster Details screen.
Navigate to the Roster Details view for the team and week you wish to publish.
Click Publish Roster in the top right of the Control Bar.
A slide-in panel appears from the right-hand side of the screen.
The panel contains the notification settings, the publish action, and — once published — the audit trail and send updates functionality.
Publish a roster
When you open the Publish Roster panel for an unpublished week, you will see the notification settings and the Publish Week button.
Notification settings
The notification settings are pre-populated with your organisation's defaults. You can adjust any of them before publishing:
Notify Employee Notification Centre — toggle on or off. When on, a notification is posted to each employee's Notification Centre.
Send Employee Email — toggle on or off. When on, an email is sent to each employee.
Email / MMS Subject — the subject line of the email. You can edit this text before publishing. The placeholders
(start)and(end)will be replaced with the roster period dates when the email is sent.Email Body — the body text of the email. You can edit this text. The same
(start)and(end)placeholders are available.
📌Note: Any changes you make to the notification settings apply to this publish action only. The company-level defaults are not affected and will be pre-populated again the next time you open the panel.
Publish the week
Review the notification settings and adjust if needed.
Click Publish Week.
Once published:
The roster becomes visible to employees (if the hide-until-published setting is enabled for your organisation).
Notifications are sent according to the settings you configured.
The Publish Week button changes to Send Updates.
The audit section at the bottom of the panel displays who published the roster and when.
Send updates after publishing
If you make changes to a roster after it has been published, employees will see those changes immediately on their schedule. However, they are not automatically notified. To notify them, use the Send Updates action.
Open the Publish Roster panel — it now shows the published state with the audit trail.
The button at the bottom of the panel reads Send Updates.
Choose the update audience
Before sending an update, select who should receive the notification. A radio-button selector is displayed at the top of the notification settings with two options:
Option | Description |
Changed employees only (default) | Only employees whose roster has been amended since the last publish or update will receive a notification. |
All employees | Every employee assigned to this roster will receive a notification, regardless of whether their individual schedule has changed. |
The notification centre toggle, email toggle, and email content fields are displayed beneath the audience selector, allowing you to customise the update notification before sending.
Send the update
Select the appropriate audience — changed employees only, or all employees.
Review and adjust the notification settings if needed.
Click Send Updates.
The last update is recorded and displayed in the audit trail with a timestamp and the sending user's name.
Audit trail
The Publish Roster panel displays an audit trail showing the history of all publish and send update actions for the selected week. Each entry shows:
The date and time of the action.
The name of the user who performed the action.
📌Note: The audit trail is read-only and cannot be edited or cleared. It is visible to all managers who have access to the Publish Roster panel for that team area.