Purpose
Once Master Schedules have been created and reviewed, they must be published to generate caregiver schedules that can be worked and tracked within CareSmartz360.
Publishing Master Schedules allows agencies to review upcoming visits, make temporary adjustments, resolve conflicts, and ensure schedules are available to caregivers before the service date.
When Should You Do This?
Publish Master Schedules after:
Master Schedule patterns have been created.
Caregiver assignments have been reviewed.
Bill and pay rates have been configured.
Any required compliance requirements have been established.
Scheduling conflicts have been resolved.
Most agencies publish schedules on a regular cadence (a set day of the week for the next period out) depending on their operational workflow.
Before You Begin
Prerequisites
Before publishing schedules, confirm that:
Master Schedules have been created.
Client schedules are active.
Caregivers have been assigned where appropriate.
Billing and payroll rates have been configured.
Scheduling conflicts have been reviewed.
Office-level publishing preferences have been established.
Publishing Best Practices
Recommended: Publish Manually When Starting
For agencies new to Master Scheduling, manual publishing provides:
Pros
Greater visibility into upcoming visits
Opportunity to review schedules before caregivers see them
Ability to catch scheduling conflicts early
Easier troubleshooting
Cons
Requires ongoing administrative review
Additional manual step before schedules become active
Recommended: Configure Auto Publish at the Office Level
CareSmartz360 allows auto-publishing at multiple levels:
Office Settings
Client Level
Individual Schedule Level
Best Practice: Configure auto-publish at the Office level whenever possible.
This creates a consistent publishing cadence across the organization and makes troubleshooting significantly easier.
Avoid mixing publishing schedules between office, client, and individual schedule levels unless there is a specific operational requirement.
How to Publish Master Schedules
Step 1: Navigate to Publish Master Schedules
Open the Scheduling module.
Select Published Master Schedules.
Step 2: Select an Office
If your agency operates multiple offices:
Select the appropriate Office.
The rest of the filters will populate.
Note: Master Schedules are viewed and published one office at a time.
Step 3: Choose Your View
Schedules can be displayed in two ways:
Group By Client View
Displays schedules organized by client.
Group By Caregiver View
Displays schedules organized by caregiver.
Select the view that best supports your review process.
Step 4: Apply Filters
Use available filters to narrow results:
Client
Caregiver
Plan Type
Weekly
Bi-Weekly
Monthly
Date Range
By default:
All plan types are selected.
The system displays the upcoming week.
You may also choose:
2 Weeks
5 Weeks
1 Month
Custom Date Range
Step 5: Review Published and Unpublished Hours
At the top of the screen you will see:
Published Hours
Unpublished Hours
This information is particularly useful when:
Multiple schedulers are managing schedules.
Auto-publishing is enabled.
Monitoring upcoming workload.
Step 6: Review Schedule Details
Expand a client or caregiver to view schedule details.
Available information may include:
Caregiver Assignment
Territory
Plan Name
Auto Publish Status
Schedule Date
Schedule Time
Service Type
Clock-In Address
Bill Rate
Pay Rate
Rate Type
Visit Duration
Plan Type
If Multiple Location Clock-In is enabled, the assigned clock-in location will also be displayed.
Step 7: Edit Individual Visits (Optional)
To make adjustments before publishing:
Click the Edit icon beside a visit.
You may modify:
Caregiver Assignment
Schedule Start Date/Time
Schedule End Date/Time
Notes
These edits affect the selected visit without requiring a complete rebuild of the Master Schedule.
Step 8: Perform Bulk Edits (Optional)
To update multiple visits at once:
Select multiple visits.
Click Edit Selected.
Available bulk edits include:
Caregiver Assignment
Schedule Start Date/Time
Schedule End Date/Time
Notes
Common Use Case
A caregiver is unavailable for a temporary period, such as a vacation.
Instead of modifying the Master Schedule pattern, you can:
Select affected visits.
Reassign them to another caregiver.
Convert them to Open Shifts.
This preserves the long-term recurring schedule while addressing a short-term staffing need.
Step 9: Convert Visits to Open Shifts (Optional)
If visits need to be filled through open shift workflows:
Select the desired visits.
Choose Open Shifts from the caregiver assignment options.
Save changes.
The visits can then be filled using your agency's standard open shift process.
Step 10: Publish Selected Visits
After reviewing schedules:
Select the visits to publish.
Click Publish Selected.
Step 11: Review Conflicts
Before publication, CareSmartz360 may identify conflicts such as:
Caregiver Overtime
Missing Bill Rates
Missing Pay Rates
Compliance Expirations
Credential Issues
Other scheduling warnings
At this point you may:
Cancel and Correct
Return to scheduling and resolve the issue.
Action and Proceed
If you ignore the conflict, schedules will publish despite the warning.
Once published, visits move from the Unpublished list to the Published list.
Calendar View
In addition to List View, schedules can be reviewed using Calendar View.
Calendar View provides:
A visual representation of upcoming visits.
Client-by-client schedule review.
Quick navigation between clients.
To switch views:
Select Calendar View.
Use the client selector to navigate between schedules.
Common Workflows
Weekly Manual Publishing
Review next week's schedules.
Resolve conflicts.
Adjust caregiver assignments.
Publish all reviewed visits.
Temporary Caregiver Coverage
Select affected visits.
Bulk edit caregiver assignments.
Publish updated visits.
Open Shift Management
Identify uncovered visits.
Convert visits to Open Shifts.
Publish schedules.
Fill shifts using Open Shift workflows.
Auto Publish Monitoring
Review Published vs Unpublished hours.
Confirm schedules are generating correctly.
Investigate unexpected unpublished visits.
Troubleshooting
Visits Are Not Appearing for Publication
Verify:
The Master Schedule exists.
The schedule is active.
The selected date range includes the visits.
The correct office is selected.
Schedules Remain Unpublished
Verify:
Visits have been selected.
Publication was completed successfully.
Conflict warnings were addressed or acknowledged.
Unexpected Auto-Publishing Behavior
Review publishing settings at:
Office Level
Client Level
Individual Schedule Level
Conflicting publishing configurations can make troubleshooting more difficult.
Best practice is to maintain publishing settings at the Office level whenever possible.
Related Articles
➡️ Create Master Schedules
➡️ Configure Auto Publish Settings
➡️ Manage Open Shifts
➡️ Resolve Scheduling Conflicts
➡️ Multiple Location Clock-In Configuration
➡️ Schedule Detail Reports
➡️ Caregiver Scheduling Best Practices
This version is structured to match a formal Help Center article, includes onboarding-oriented best practices from the transcript, and leaves clear placeholders for screenshots and internal article links.