Printing Schedules and Plannings
Designed to offer more flexibility in exporting and formatting your schedules, you can easily generate a printable version of your timetables with numerous customization options.
To access this feature, go to the Schedules > Schedule Management menu, then click the More button at the top right and select Print Schedules.
An options window will open, allowing you to configure all the detailed printing settings below in a clear and user-friendly way.
The Shyfter schedule management interface, with view options (Day/Week/Month) and the More menu to access printing (elements highlighted in red).
With this new feature, you can print your schedule according to the view that suits you best. In other words, it is possible to generate a printed schedule in daily view (one day at a time), weekly view (entire week), or monthly view (overview of the entire month).
Select the desired view (via the Day, Week, or Month tabs in the interface) to obtain a properly formatted document: for example, the monthly view gives you a global overview of the month’s schedule, while the daily view provides more detailed information for each day.
To print only relevant information, filters are available to restrict the schedule content before export.
You can refine the printed schedule by filtering by:
Skills: limits the display to employees with one or more specific skills.
Attributes: includes only users or shifts with certain custom attributes (tags, roles, etc.).
Sections: shows only shifts from one or more selected sections (departments, teams, sites…).
User Status: filters based on employee status (e.g., Active* vs. Inactive), allowing you to exclude inactive users from the printed schedule.
These filters can be combined to obtain exactly the view you need. For example, you can print only the shifts of a specific section for employees with a particular skill.
Your schedule may contain different types of events.
The print feature allows you to select which types of elements to include in the exported document:
Shifts: scheduled work shifts (your employees’ working hours).
Absences: planned absences (leave, vacation, approved sick days, etc.).
Unavailabilities: reported times when an employee is unavailable to work.
You can check or uncheck each of these categories based on your needs. For instance, you might print only the shifts without showing absences, or alternatively generate a schedule focused only on absences for a given period. This flexibility ensures the generated document includes only the desired information.
No need to limit yourself to printing week by week – you can now define a custom date range for export.
This means you can print at once a schedule covering multiple consecutive weeks, or just a few specific days. For example, you could generate the schedule for the next three weeks in one go, or print only the upcoming weekend’s hours.
If you use sections, you can combine this setting with a section filter to get the schedule of one or more sections over the selected period. This flexibility saves you time and avoids repeating the printing process for each week or individual day.
Depending on how you plan to use the document, two export formats are offered at the time of printing:
PDF: a ready-to-print or shareable PDF file with fixed layout. Ideal for a clean preview and to keep a frozen history of the schedule.
XLS (Excel): a spreadsheet file compatible with Excel (or Google Sheets). This format is useful for editing data after export (e.g., to perform calculations, adjust layout, or sort/filter the schedule differently in Excel).
You select the format directly in the print tool. You can also export both formats separately if needed (e.g., keep a PDF for archiving and use the Excel file for detailed analysis).
To organize the printed schedule for better readability, several sorting options can be applied before generating the document. You can define the order in which information will appear (e.g., order of employees or shifts).
Available sorting criteria include:
By Skills: groups and orders employees by their skills (useful if you want to group people with the same profile).
By Sections: sorts the schedule section by section (each section groups its shifts in the printed document).
By Status: organizes display by user status (e.g., listing active employees first, followed by inactive ones).
By Name: alphabetically by employee name.
Choose the sorting option that best suits your reading needs. For example, sorting by section lets you view each department separately on the schedule, while sorting by name will simply list all employees alphabetically across all sections.
It’s possible to include cost information in the printed schedule. A dedicated option (Show Costs) allows you to add, for each shift, the associated cost based on the data you've entered (hourly rate, salary, or unit cost of the employee, depending on your account settings).
By enabling this option, the PDF/Excel document will include financial details – such as the cost of each shift or the total cost per day/week. This is particularly useful for tracking staff budget directly on the printed schedule, or sharing this information with relevant managers.
If you prefer a cleaner schedule without financial data, just leave this option disabled.
Once you launch the print request, there’s no need to stay in front of your screen waiting for the file.
An automatic email will be sent to you as soon as the schedule export is ready. This email includes the generated PDF or Excel file as an attachment (based on the format you chose). Simply open the email and download the attachment to access your printed schedule.
This automatic delivery method ensures even large exports are reliably delivered to you without download interruptions. You can launch the export, move on to other tasks, and check the schedule at your convenience once the email arrives.
The time needed to generate the document may vary depending on the size of the schedule you're trying to print.
For a small schedule (e.g., one week with a few employees), the export takes just a few seconds. However, if you're generating a larger schedule – for example, several weeks covering many sections and employees – the process may take a few minutes.
Don’t worry if the email doesn’t arrive instantly for a large export: the system is processing your request and will send the file as soon as it’s ready. This variable delay is perfectly normal and depends on the volume of data to be compiled into the PDF/XLS.
In short, the larger your schedule, the longer the generation might take, but you will always receive your export automatically once it’s completed.
To access this feature, go to the Schedules > Schedule Management menu, then click the More button at the top right and select Print Schedules.
An options window will open, allowing you to configure all the detailed printing settings below in a clear and user-friendly way.
Print in Day, Week, or Month View
The Shyfter schedule management interface, with view options (Day/Week/Month) and the More menu to access printing (elements highlighted in red).
With this new feature, you can print your schedule according to the view that suits you best. In other words, it is possible to generate a printed schedule in daily view (one day at a time), weekly view (entire week), or monthly view (overview of the entire month).
Select the desired view (via the Day, Week, or Month tabs in the interface) to obtain a properly formatted document: for example, the monthly view gives you a global overview of the month’s schedule, while the daily view provides more detailed information for each day.
Available Filters
To print only relevant information, filters are available to restrict the schedule content before export.
You can refine the printed schedule by filtering by:
Skills: limits the display to employees with one or more specific skills.
Attributes: includes only users or shifts with certain custom attributes (tags, roles, etc.).
Sections: shows only shifts from one or more selected sections (departments, teams, sites…).
User Status: filters based on employee status (e.g., Active* vs. Inactive), allowing you to exclude inactive users from the printed schedule.
These filters can be combined to obtain exactly the view you need. For example, you can print only the shifts of a specific section for employees with a particular skill.
Types of Events to Print
Your schedule may contain different types of events.
The print feature allows you to select which types of elements to include in the exported document:
Shifts: scheduled work shifts (your employees’ working hours).
Absences: planned absences (leave, vacation, approved sick days, etc.).
Unavailabilities: reported times when an employee is unavailable to work.
You can check or uncheck each of these categories based on your needs. For instance, you might print only the shifts without showing absences, or alternatively generate a schedule focused only on absences for a given period. This flexibility ensures the generated document includes only the desired information.
Date Range Selection
No need to limit yourself to printing week by week – you can now define a custom date range for export.
This means you can print at once a schedule covering multiple consecutive weeks, or just a few specific days. For example, you could generate the schedule for the next three weeks in one go, or print only the upcoming weekend’s hours.
If you use sections, you can combine this setting with a section filter to get the schedule of one or more sections over the selected period. This flexibility saves you time and avoids repeating the printing process for each week or individual day.
Export Format Selection: PDF or Excel (XLS)
Depending on how you plan to use the document, two export formats are offered at the time of printing:
PDF: a ready-to-print or shareable PDF file with fixed layout. Ideal for a clean preview and to keep a frozen history of the schedule.
XLS (Excel): a spreadsheet file compatible with Excel (or Google Sheets). This format is useful for editing data after export (e.g., to perform calculations, adjust layout, or sort/filter the schedule differently in Excel).
You select the format directly in the print tool. You can also export both formats separately if needed (e.g., keep a PDF for archiving and use the Excel file for detailed analysis).
Sorting Options
To organize the printed schedule for better readability, several sorting options can be applied before generating the document. You can define the order in which information will appear (e.g., order of employees or shifts).
Available sorting criteria include:
By Skills: groups and orders employees by their skills (useful if you want to group people with the same profile).
By Sections: sorts the schedule section by section (each section groups its shifts in the printed document).
By Status: organizes display by user status (e.g., listing active employees first, followed by inactive ones).
By Name: alphabetically by employee name.
Choose the sorting option that best suits your reading needs. For example, sorting by section lets you view each department separately on the schedule, while sorting by name will simply list all employees alphabetically across all sections.
Cost Display Option
It’s possible to include cost information in the printed schedule. A dedicated option (Show Costs) allows you to add, for each shift, the associated cost based on the data you've entered (hourly rate, salary, or unit cost of the employee, depending on your account settings).
By enabling this option, the PDF/Excel document will include financial details – such as the cost of each shift or the total cost per day/week. This is particularly useful for tracking staff budget directly on the printed schedule, or sharing this information with relevant managers.
If you prefer a cleaner schedule without financial data, just leave this option disabled.
Receive the Printed File by Email
Once you launch the print request, there’s no need to stay in front of your screen waiting for the file.
An automatic email will be sent to you as soon as the schedule export is ready. This email includes the generated PDF or Excel file as an attachment (based on the format you chose). Simply open the email and download the attachment to access your printed schedule.
This automatic delivery method ensures even large exports are reliably delivered to you without download interruptions. You can launch the export, move on to other tasks, and check the schedule at your convenience once the email arrives.
Export Time Depending on Schedule Size
The time needed to generate the document may vary depending on the size of the schedule you're trying to print.
For a small schedule (e.g., one week with a few employees), the export takes just a few seconds. However, if you're generating a larger schedule – for example, several weeks covering many sections and employees – the process may take a few minutes.
Don’t worry if the email doesn’t arrive instantly for a large export: the system is processing your request and will send the file as soon as it’s ready. This variable delay is perfectly normal and depends on the volume of data to be compiled into the PDF/XLS.
In short, the larger your schedule, the longer the generation might take, but you will always receive your export automatically once it’s completed.
Updated on: 23/05/2025
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