# Publish the week's roster > Send the week's shifts to staff, and see before you press Publish who will be told what, and how. Each person gets one message for the week. Who this is for: Anyone with “Run the bar and events roster” (by default: Administrator, Bar Manager). Last checked in release 2026.10.23, on 23 October 2026. Source: https://sportsclubos.net/help/roster/publish-the-week/ Shifts you add or change are drafts until you publish them. Staff see nothing, and nobody is told, until then. Publishing puts the week's shifts on each person's **My shifts** page and sends each person one message with all their changes, asking them to say yes or no. ## Before you start - You need to be able to run the bar and events roster. The Bar Manager and the Administrator can by default. - Build the week first: [Build the week's roster](https://sportsclubos.net/help/roster/build-the-week/index.md). ## Publish the week 1. Open Club > Staff Roster > Weekly roster and go to the week. 2. Press **Publish 11 changes**. The number is how many shifts are new, changed or cancelled. When there is nothing to publish, the button says **All published**. 3. A dialog opens headed **Publish this week**, with the week's dates. While it works things out it says **Working out who will be told what…**. Then it says how many shifts are new or changed, and that each person gets one message with all their changes. 4. Read the list under **Who is told what**. For each person it shows their shifts marked **New**, **Changed** (with what it was), **Cancelled** or **No longer theirs**, and chips for how they will be told: - **My shifts**: always. Their own page shows it. - **Email** and **SMS**: as they chose on their staff record. - Or why not, such as **No mobile**, **No email address**, or **Inactive: not told**. ![The Publish this week dialog for Mon 26 Oct to Sun 1 Nov 2026. It says 11 shifts are new or changed and that each person gets one message with all their changes. Two people will not get a message, only their My shifts page, each with the reason. Under Who is told what, each person has their new shifts listed and chips for how they will be told: My shifts, Email, SMS, or why not, such as “Test address: not sent”. At the foot are Cancel and Publish 11 shifts to 7 people.](https://sportsclubos.net/help/img/roster-publish-dialog-1600.webp) *Nothing is sent until you press Publish. Each person is listed with what they will be told and how. Shown in release 2026.10.29 · Roster · as a Bar Manager.* Anyone no message will reach is listed above, for example **2 people will not get a message, only their My shifts page:**, each with the reason. Open shifts are published too, and the dialog says staff who could work them will see them on My shifts and can ask. 5. Press **Publish 11 shifts to 7 people** (the button gives the numbers). The dialog's heading changes to **Publishing…**, and each person's chips change from **Email: sending…** to **Email sent**, **SMS sent** or **SMS failed** as the messages go. The foot says, for example, **Publishing and sending: 5 of 9 messages done…**. The dialog stays open until it is done. 6. When it finishes, the heading says **Published** and a summary leads, such as **All 11 shifts published to 7 people.**, with how many emails and texts were sent. Anything that failed is listed first, under **Not sent: needs you**, with the reason. ![The Published dialog. It says 11 shifts were published but 1 message did not go, then how many emails and texts were sent. Under Not sent: needs you, Finn Hollis’s SMS failed, with the reason and a Send it again button. Below, each person shows On My shifts and Email sent, SMS sent or SMS failed.](https://sportsclubos.net/help/img/roster-publish-done-1600.webp) *Anything that failed is listed first. Send it again sends that person their message once more. Shown in release 2026.10.29 · Roster · as a Bar Manager.* 7. For someone whose message failed and who still has shifts to answer, press **Send it again**. It sends them all their unanswered shifts once more and changes to **Sent again**. Press **Done**. Each person gets one message for the week, however many of their shifts changed. Press **Cancel** at step 4 to close the dialog without sending anything. ## What staff get - **My shifts** shows the shift straight away, with **Yes, I'll be there** and **I can't do it**. - **An email** lists their new, changed and cancelled shifts, with a button to say yes or no. - **A text** says how many shifts are new or changed for the week, with a short link to answer. The link needs no sign-in. See [See and answer your shifts](https://sportsclubos.net/help/me/answer-a-shift/index.md) for what they do next, and [How staff are told: email, text and My shifts](https://sportsclubos.net/help/roster/notifications/index.md) for reminders. ## After publishing - On the calendar, each published shift shows **Awaiting answer** until the person says yes (**Confirmed**) or no (it becomes an open shift). See [Open shifts and requests](https://sportsclubos.net/help/roster/open-shifts/index.md). - Changing a published shift tells nobody until you publish again. The shift says **Edited — not republished**, and the publish button counts it. To undo your changes instead, see [Cancel a shift, or discard changes](https://sportsclubos.net/help/roster/cancel-or-discard/index.md). - Days that have already passed are left out of publishing, and nothing is sent about them. *For anyone who can: “Approve hours worked”* Once a published shift has finished, it appears on **Hours** for the person to report their hours. See [Check and approve hours worked](https://sportsclubos.net/help/roster/approve-hours/index.md). ## If something goes wrong - **SMS failed** with a reason such as "not a valid mobile number". Check the mobile on their staff record, then press **Send it again**. - **Someone shows No mobile or No email address.** Add it to their staff record, or change how they are told. They still see the shift on My shifts. - **A person was not told about a change.** A change is told only when you publish. If the publish button still shows a number, publish again. - See [A staff member didn't get the text about their shift](https://sportsclubos.net/help/roster/q-no-text/index.md).