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SStandShare

Share an event roster with an external operator

Admin Coordinator

External roster sharing lets you send a secure, view-only link to an operator or coordinator who does not use StandShare. The recipient receives an email with a link to view the roster — no StandShare account required. You control what worker information is visible and can revoke access at any time.

This is different from a cross-organization collaboration. No partnership is required, and the recipient does not need to be registered in StandShare.

Before you start​

  • You need the roster_share.create permission (Admins and Coordinators have this by default).
  • The event roster must have at least one worker assigned before you can share it.
  • Have the recipient's email address ready, or save them as an external contact first.
  1. Navigate to Events in the main sidebar.
  2. Find and open the event you want to share.
  3. Click the Roster tab.

Share the roster​

  1. On the Roster tab, click Share Externally.
  2. The share dialog opens. In the Send to field, do one of the following:
    • Start typing a name or email address to select from your saved external contacts.
    • Type a full email address and press Enter to use it without saving.
  3. Choose the privacy settings for this share (see Worker information visibility below).
  4. Review the link expiry date. By default, the link is active for 7 days from the event date. See Configure link expiry to change the default.
  5. Click Send Link.

The recipient receives an email with the roster link. The share appears in your Active Roster Shares list on the Roster tab.

tip

You can send the same roster to multiple people by clicking Share Externally again and entering a different contact. Each person receives their own separate link, so you can revoke one without affecting the others.

Worker information visibility​

Before sending, you choose which worker details the recipient can see. These settings apply to the entire share link.

SettingWhat the recipient sees
Names onlyWorker names and assigned shift times. No contact information.
Names and contact infoWorker names, shift times, and the phone number or email that the worker has approved for sharing.
Full detailsNames, shift times, contact info, and any certifications or credentials the worker has made shareable.

Workers who have set their contact information to private are hidden from the contact fields regardless of which setting you choose. Their name and shift assignment remain visible.

info

Workers control their own privacy settings in their profile. If a worker's phone number does not appear in a shared roster, it means the worker has not approved it for sharing. You cannot override a worker's privacy preference.

Monitor who has viewed the roster​

After sending, you can see who has opened the link and when.

  1. On the Roster tab, find the Active Roster Shares section.
  2. Each share entry shows:
    • The recipient's name or email address.
    • The date and time the link was last opened.
    • Whether the recipient has forwarded the link to another person (if forwarding was enabled).

Revoke access​

To remove a recipient's access before the link expires:

  1. On the Roster tab, find the Active Roster Shares section.
  2. Click the Actions menu (three-dot icon) next to the share you want to revoke.
  3. Select Revoke Access.
  4. Confirm the action.

The link stops working immediately. If the recipient forwarded the link to another person, that person's access is also revoked at the same time. You can re-share the roster if needed.

Roles

Revoking a share requires the roster_share.revoke permission. Both Admins and Coordinators have this by default.

By default, shared roster links expire 7 days after the event's end date. If the share is created after the event has already ended, the link expires 7 days from the share date instead.

Change the default for your organization​

  1. Navigate to Settings in the main sidebar.
  2. Select Sharing & Privacy.
  3. Under External Roster Share Expiry, set the number of days you want links to remain active.
  4. Click Save.

The new default applies to all roster shares created from this point forward. Shares that are already active keep their original expiry date.

When a recipient clicks an expired link:

  • They see a notice that the link has expired.
  • They are told to contact the organization that sent the link to request a new one.
  • No roster data is shown.

If you need to give a recipient continued access, simply create a new share by clicking Share Externally again on the same roster.

Next Steps​