How Do I Print or Email Rosters to Employees?

Lightning Payroll lets you print roster reports as PDFs or email them directly to employees. You can choose to print or email individual rosters (one per employee) or a combined roster showing all employees together.

For information on setting up shifts and building your roster first, see How Do I Set Up Rostered Shifts in Lightning Payroll Desktop?

In the Desktop App

Open the Rosters section and click the Print/Email button in the toolbar. This opens the Roster Export Wizard.

Step 1 ÔÇö Select Employees

1. Set the Start Date and End Date to define the range of shifts to include.
2. Select the employees whose rosters you want to print or email. Only employees with shifts in that date range appear in the list.
3. Choose one of the three options: Print and email rosters, Print rosters, or Email rosters.
4. Click Next.

Step 2 ÔÇö Preview and Print

If you chose to print (or print and email), the next step shows print options:

• Tick Show Detailed? to include break and shift duration information.
• Tick Include Totals Per Shift? to add totals grouped by shift type.
• Click Preview/Print Individual to generate a separate report for each selected employee, or Preview/Print Combined to produce a single report covering all selected employees.

Step 3 ÔÇö Send via Email

If you chose to email (or print and email), the final step sends the reports:

• Select Email individual rosters to individual employees to send each employee only their own shifts.
• Select Email combined roster (I.e. all employees) to everyone to send the full combined roster to every selected employee.
• Click Send.

Email results are shown in the list at the bottom of the screen. Each employee must have an email address on file for their email to be sent.

In the Online (Web/Mobile) App

Open the Roster Planner and click the Print button in the toolbar. This opens the Print & Email Rosters wizard.

Step 1 ÔÇö Choose Date Range and Employees

1. Set the date range. The employee list updates automatically to show only employees who have shifts in that range.
2. Select the employees to include using the Select Employees list.
3. Choose one of the three options: Print and email rosters, Print rosters, or Email rosters.
4. Click Next.

Step 2 ÔÇö Preview/Print

If you chose to print (or print and email), the Preview/Print step appears:

• Tick Show Detailed? to include break and duration details.
• Tick Include Totals Per Shift? to add per-shift totals.
• Click Preview/Print Individual to download a PDF with a separate page per employee, or Preview/Print Combined to download a single combined PDF.

Step 3 ÔÇö Email Rosters

If you chose to email (or print and email), the Email Rosters step appears:

• The Employees to Email table shows each employee and their email address. Deselect any employees you do not want to email.
• Select Email individual rosters to individual employees or Email combined roster (I.e. all employees) to everyone.
• Click Send Emails Now.