What it does
Publishing is the switch that makes a schedule visible to its participants. Until you publish, everything you build stays private to the scheduling team. Separately, you can share a published schedule outside the platform through an expiring link that opens a read-only view — useful for sites, clinics, and colleagues without accounts.
Who it's for
Program administrators and coordinators controlling when learners see their assignments, and anyone they share a schedule link with.
How it works
Publishing. Publish a ready schedule from the Schedules area, and participants see their own assignments in their personal schedule. To revise later, unpublish it. Choose whether participants keep seeing the last published version while you work, or whether it's hidden right away, and optionally send an in-app notice that revisions are in progress.
Sharing. Generate a share link from a published schedule. Each link has an expiry you choose, counts uses, and can be revoked anytime. Opening it shows a simplified read-only grid — people, blocks, color-coded rotation assignments with sites — no login required.
Before you start
You need schedule management access for the program to publish, unpublish, or share a schedule.
A share link can only be created for a schedule that is already published.
Decide your share link's lifetime before generating it — options run from 24 hours up to 10 years.
Do this
Open the Schedules page (
/schedules) and open the schedule's actions menu, then select Promote to published → the Publish schedule? dialog opens.In the dialog, select Publish to confirm → participants see their assignments on next refresh, and an in-app notification goes out.
To revise later, open the same menu and select Unpublish → the Unpublish schedule? dialog opens; choose Hide this schedule from learners while I revise and Notify learners that revisions are in progress as needed, then select Unpublish.
To share externally, open the schedule's actions menu and select Share → the Share Schedule dialog opens; set Link expiration, then select Generate Link → a link appears with its use count.
To stop a link that is circulating, select Revoke on it in the Share Schedule dialog → the Revoke link confirmation appears; confirm → the link stops working immediately.
You're done when
The schedule shows Published status and participants can see their assignments in their personal schedule.
A generated share link opens the read-only public view without login.
A revoked link no longer opens for anyone who still has it.
Boundaries and limits
Share links can only be created for published schedules; on a draft you are prompted to publish first.
The public view is read-only and simplified: names, roles, rotations, blocks, sites, and dates — no contact details, notes, or editing.
Links expire on the schedule you set (measured in days) and stop working immediately when revoked; usage is counted per link.
Unpublishing with "hide immediately" removes learner visibility right away; without it, participants keep seeing the last published version while you revise.
Publishing state is per schedule — publishing one cohort's schedule does not affect another's.
Archived schedules are not shown to learners regardless of publish history.
Common questions
Q: Learners say they cannot see their schedule — what should I check first? A: Confirm the schedule is published and not archived, and that the learner is on its participant list. Draft and hidden schedules are invisible to participants by design.
Q: If I fix one assignment after publishing, do I have to unpublish? A: No. Edits to a published schedule flow through to what participants see. Unpublishing is for larger reworks where you want to control visibility while revising.
Q: Can I stop a shared link that is circulating? A: Yes. Revoke it from the share panel; it stops working immediately. You can issue a fresh link afterwards.
Q: What can someone with the link actually see? A: A read-only grid of who is on which rotation in which block, with sites and dates. They cannot open profiles, see contact information, or change anything.
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