Exporting the Living Roster — PDF, Excel, and iCal
Exporting the Living Roster
The Living Roster can be exported in three formats for different audiences.
| Format | Where | Best for |
|---|---|---|
| Top-bar → Export → PDF | Printable / share with non-users (clinical leads, agency, hard-copy noticeboard) | |
| Excel | Top-bar → Export → Excel | Hand off to payroll for further processing |
| iCal | Per-staff "My Shifts" page → Subscribe | Personal calendar feed for individual staff |
PDF export
- Open The Living Roster for the period you want.
- Apply the filters / view you want exported (Staff View is most common).
- Top-bar → Export → PDF.
- Pick the date range and orientation.
- Download.
Excel export
- Top-bar → Export → Excel.
- Pick date range and grouping (per Stream, per Craft Group, all combined).
- Download — opens in Excel / Numbers.
For a multi-sheet Excel by Craft Group designed for payroll, use the RosterOn Transfer Report instead (Reports page → RosterOn Transfer Report).
iCal subscription (per staff)
Each staff member can subscribe their phone calendar to their own shifts:
- Staff → My Shifts page → Subscribe to Calendar.
- Copy the iCal URL.
- Add it as a calendar subscription in iOS Calendar / Google Calendar / Outlook.
- Shifts appear automatically and update when the roster changes.
Note: The iCal URL is personal — don't share it. If accidentally shared, regenerate it from the same page.
Tips
- PDF respects your current view. If you want Coverage View exported, switch to it first.
- Excel for payroll → use RosterOn Transfer Report instead. It's pre-formatted for payroll import and is a separate report (see "RosterOn Transfer Report").
- iCal updates have a delay of up to 1 hour depending on the calendar app — don't expect instant sync after a roster change.