Inviting and managing Schedule Viewers

A Schedule Viewer is a read-only profile for someone who needs to see part of your organization’s schedule without participating in scheduled events. Each viewer can be authorized for one or more saved schedules.

Before you begin

Create at least one saved schedule. A saved schedule defines which events the viewer can see.

Go to the Schedule Viewers screen

1. Go to the Settings page. If you’re using a mobile device, you may need to access this page by first tapping (menu).
2. Under People, tap Schedule Viewers.

The list of schedule viewers appears.

Note

Schedule viewer profiles are not tied to a single organization. This list shows all schedule viewers authorized for your organization.

List of Schedule Viewers

Invite a new schedule viewer

1. Tap Authorize at the bottom of the Schedule Viewers screen.
2. Tap Invite.
3. Enter the person’s Name and Email address.
4. Select one or more Schedules. The viewer will only see events that match the saved schedules you select.
5. Under Email Notifications, choose whether EMCE should notify the viewer when an attendee is assigned or unassigned, or when an event is updated or deleted. All four notification types are enabled by default.
6. Tap Invite.

EMCE automatically emails the person an invitation. The email includes a link to claim the Schedule Viewer profile or sign in, as appropriate, and a link to the public schedule view.

Schedule-change notification ownership

Until the viewer claims the profile, the organization that created it can change these email notification settings. After the profile is claimed, the viewer manages the settings in EMCE and the organization can no longer edit them.

Authorize an existing schedule viewer

Schedule Viewer profiles can be shared across organizations. If the person already has a Schedule Viewer profile, authorize the existing profile instead of sending a new invitation.

1. Tap Authorize at the bottom of the Schedule Viewers screen.
2. Tap Find Existing.
3. Search by initials, name, or email address and select the person.
4. Select each saved schedule the person should be able to view, then tap OK.

EMCE automatically emails the viewer when they are authorized for an additional organization.

Change the schedules a viewer can see

1. Tap the viewer’s name on the Schedule Viewers screen.
2. In Schedules, select or clear saved schedules. Changes are saved automatically.
3. Use Preview Calendar to check the result, or Open Calendar in Browser to open the public view.

Configure automated schedule emails

Automated schedule emails are periodic digests. They are separate from the schedule-change notifications selected during invitation.

1. Tap the viewer’s name on the Schedule Viewers screen.
2. Find Email Notifications, then Automated Schedule Emails.
3. Turn on Enabled.
4. Choose an Interval: weekly, every 2 weeks, or every 4 weeks.
5. Choose the Send Day and Send Time. The organization’s time zone is shown below the time field.

The settings are saved as you change them. EMCE shows the next scheduled email date in the same section.

Each email covers the upcoming period that matches the interval and includes:

• A short attendee and event summary
• A public link with limited identity details
• A sign-in link for the richer authenticated view

The email uses the viewer’s full authorized calendar, including saved schedules from other organizations that have authorized the same profile. A Schedule Viewer profile can have only one automated email configuration; the organization that creates it controls it.

Why EMCE sends links instead of PDF attachments

The links open a current, printable schedule. EMCE does not attach a static PDF that could become outdated or expose student information after it is forwarded. The schedule view provides Excel, PDF, and Print export options when an export is needed.

Change schedule-change notifications

If the viewer has not claimed the profile, the inviting organization can open the viewer and change the Attendee Assigned, Attendee Unassigned, Event Updated, and Event Deleted email settings.

After the viewer claims the profile, these controls are read-only for the organization. The viewer must change them while signed in to EMCE.

Deauthorize a schedule viewer

Use the Deauthorize action on the viewer in the Schedule Viewers list to remove all access to your organization’s saved schedules.

Deauthorizing the viewer does not delete the profile or remove access granted by another organization. If your organization owns the viewer’s automated schedule email and you remove its authorization, EMCE disables that automation.