Share a saved schedule with a Schedule Viewer

Use this workflow when a partner needs to know when your students are coming. You need access to manage Schedule Viewers; Directors and Administrators can manage them from Settings.

1. Save the schedule you want to share

1. Open Schedule and its filter controls.
2. Choose the locations and other criteria that identify the events the partner needs to see. For example, select the hospital or ambulance-service location rather than sharing your entire program’s schedule.
3. Use Save as Schedule and give it a descriptive name, such as “County EMS placements.”
4. Review the resulting schedule before authorizing a viewer.

A saved schedule stores filtering criteria, not a frozen copy of the events. Its saved filters do not retain the date range you were browsing. Matching events can change as your program schedules or updates placements.

2. Authorize the viewer

1. Go to Settings → People → Schedule Viewers.
2. Select Authorize. Search for an existing Schedule Viewer or invite a new one.
3. For a new viewer, enter the person’s name and email address.
4. Select the saved schedules they should be authorized to view and complete the invitation.

Use the person’s existing viewer profile when one is available. A viewer can be authorized by multiple education programs. An invitation without selected schedules does not give them a useful schedule to view.

3. Check what they can see

Open the viewer’s profile to review their authorized schedules and use its calendar preview or browser action.

• The public schedule link does not require sign-in and omits attendee names.
• Signed-in Schedule Viewers can see attendee names on their authorized schedules.
• A public page loads current information when opened. Refresh an already-open page to check for updates.

The viewer’s calendar can include schedules authorized by other programs, too. Send them View schedules shared with you for instructions.

4. Keep the viewer informed

Configure schedule-change notifications and recurring digests to suit the person’s needs. Email delivery and authorization are separate: stopping emails does not remove schedule access.

Change or remove access

Return to the person’s Schedule Viewer profile and change the selected schedules. Deselect your program’s schedules to remove access to them. Authorizations granted by other programs remain separate.

Changing a saved schedule’s filters changes what people authorized for that schedule can see. Review those authorizations before broadening its scope. Deleting a saved schedule also affects viewers who relied on it.

Claiming the viewer profile when signing in is different from claiming the hospital or ambulance-service organization. Viewing alone does not require organization ownership.