# Viewing a Participants Schedule Source: https://docs.astalty.com.au/guide/scheduling/viewing-a-participants-schedule > Quickly view all of a Participant's supports across a chosen time frame. Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling. ## Overview Open a Participant's **Supports** tab to review their supports in a list or calendar for a chosen date range. > **Looking for a Support Worker's schedule instead?** > > This page covers the Participant side. To see or export what one worker is rostered on, see > [Viewing a Support Worker's Schedule](https://docs.astalty.com.au/guide/scheduling/viewing-a-support-workers-schedule). ## Viewing Participants Schedule Open [**Participants**](https://app.astalty.com.au/participants), select the Participant, then open **Supports**. ![A Participant's profile page with Supports highlighted in the left-hand menu, below Profile.](https://docs.astalty.com.au/assets/image1-1757977672.png) From here, you can pick a date range on the calendar, or choose **Last**, **This** or **Next**, then **Week**, **Fortnight**, **Month**, **Quarter**, **Year** or **Financial Year**. ![The Date filter on a Participant's supports, open with Last, This and Next above presets for Week, Fortnight, Month, Quarter, Year and Financial Year, beside a two-month calendar.](https://docs.astalty.com.au/assets/image2-1757977690.png) The schedule can be displayed in either List View or Calendar View, allowing you to choose the format that best suits your needs. ![A Participant's supports with the List All Supports and Calendar tabs highlighted, above a Date filter and a list of supports showing Date, Day, Duration, Start, End and Support Worker.](https://docs.astalty.com.au/assets/image3-1757977709.png) Both views list a support by the day it **starts**, so a support running 4:00 PM Sunday to 9:00 AM Monday appears in a range ending on the Sunday. Calendar View then draws it across both days. See [Date Ranges and Overnight Supports](https://docs.astalty.com.au/guide/scheduling/adding-shifts/creating-a-sleepover-or-active-overnight-support#date-ranges-and-overnight-supports). A cancelled support keeps its place in the list, marked with a red **Cancelled** label and an alert icon - select the icon to see whether the support was charged and the worker was paid. To show only cancelled or only active supports, add the **Cancellation Status** filter and choose **Cancelled** or **Not Cancelled**. See [Support Cancellations](https://docs.astalty.com.au/guide/scheduling/support-cancellations) for what those outcomes mean. ## Emailing a Participant's Support Schedule This is how you share a Participant's schedule with someone outside Astalty - a family member, carer, guardian, support coordinator, or the Participant themselves. They do not need an Astalty account; the schedule arrives as a PDF attached to an email. > **Sending every Participant their schedule at once** > > This section covers one Participant at a time. To email everyone with supports in a date range > their own schedule PDF in a single send, use > [Bulk Communications](https://docs.astalty.com.au/guide/communications/bulk-communications) instead. It is a separate feature, > enabled by Astalty, with its own results page rather than this Participant's Email Log - and unlike > the flow below it always leaves cancelled supports off the PDF. To email the schedule from the Participant's **Supports** page: - Select **Actions** in the top-right corner of the Schedule section, and then **Email Supports as PDF**. ![A Participant's Supports page in Calendar view, with the Actions button marked 1 and Email Supports As PDF marked 2 in its menu, above Export Supports As PDF and Email History.](https://docs.astalty.com.au/assets/email-support-1-guide.png) - Use the date picker to choose the date range you want to include - pick the dates on the calendar, or use the presets by choosing **This** or **Next**, then **Week**, **Fortnight**, **Month**, **Quarter** or **Year**. - Check the **Export Filters** - these decide which supports are listed, including whether cancelled ones appear. See [Choosing What Goes on the PDF](#choosing-what-goes-on-the-pdf). ![The top of the Email Supports as PDF panel, with the date picker highlighted, offering This and Next with Week, Fortnight, Month, Quarter and Year presets beside a two-month calendar.](https://docs.astalty.com.au/assets/email-support-2.png) - Add in your recipients. Use the "Add recipient" to add more than one recipient. - Astalty will suggest likely recipients (the Participant and their contacts), however, you can enter in a recipient manually. - Enter in the email details, which includes your email subject and message via the field included for the body of text. - When you're ready to send, select **Submit**. Everything above sits on the one panel, so the date range, filters, recipients and email details are all sent together - there is no separate step in between. - An email will be sent immediately to all the recipients listed above with the PDF of support attached ![The lower part of the Email Supports as PDF panel, with the Recipients fields and Add Recipient button highlighted, the Email Subject and message editor highlighted, and an arrow to Submit.](https://docs.astalty.com.au/assets/email-support-3.png) ## Viewing Participant Schedule Email History To confirm whether and when a Participant's schedule was sent: - Go to the Participant's **Supports** page. - Select **Actions** in the top-right corner of the Schedule section, then select **Email History**. - Review the **Email Log**. The most recently sent schedule appears first. ![A participant's Supports page with Actions and Email History highlighted.](https://docs.astalty.com.au/assets/participant-schedule-email-history-actions-guide.png) Each entry shows: - The date and time the schedule was emailed - The person who sent it - Each recipient's email address - A status icon showing whether the email is being processed, was delivered, or failed ![The Email Log showing a participant's schedule emailed at 30/10/2026 1:12am by Admin User to the recipient's email address, with an hourglass status icon while it is processed.](https://docs.astalty.com.au/assets/participant-schedule-email-history-log-guide.png) > **What appears in the Email Log** > > The log only includes schedules sent using **Email Supports As PDF** for that Participant. Downloading a schedule with **Export Supports As PDF** does not add an entry. **Note** - To protect the privacy of your support staff, only their first name and the initial of their surname will appear on the PDF schedule. Here's an example of what it will look like: ![A Participant Schedule PDF showing the Provider, Participant and Date Range, and a table of supports with their start and end times and the Worker column highlighted, where each worker appears as a first name and surname initial, such as Arlo J. and Ken K.](https://docs.astalty.com.au/assets/schedule-export-4.png) ## Participant Support Schedule Export To download the schedule from the Participant's **Supports** page: - Select **Actions** in the top-right corner of the Schedule section, and then **Export Supports as PDF**. ![A Participant's Supports page in Calendar view, with the Actions button marked 1 and Export Supports As PDF marked 2 in its menu.](https://docs.astalty.com.au/assets/export-support-1.png) - Use the date picker to choose the date range you want to include - pick the dates on the calendar, or use the presets by choosing **This** or **Next**, then **Week**, **Fortnight**, **Month**, **Quarter** or **Year**. - Check the **Export Filters** before you continue - these decide which supports are listed, including whether cancelled ones appear. See [Choosing What Goes on the PDF](#choosing-what-goes-on-the-pdf). - Select **Submit**. ![The Export Supports as PDF panel with a date picker offering This and Next with Week, Fortnight, Month, Quarter and Year presets beside a calendar, the Export Filters, and the Submit button highlighted.](https://docs.astalty.com.au/assets/schedule-export-3.png) - The PDF export will download to your device's **Downloads** folder, ready to be shared with the appropriate recipient. **Note** - To protect the privacy of your support staff, only their first name and the initial of their surname will appear on the PDF schedule. Here's an example of what it will look like: ![A Participant Schedule PDF showing the Provider, Participant and Date Range, and a table of supports with their start and end times and the Worker column highlighted, where each worker appears as a first name and surname initial, such as Arlo J. and Ken K.](https://docs.astalty.com.au/assets/schedule-export-4.png) ## Choosing What Goes on the PDF **Export Supports as PDF** and **Email Supports as PDF** both have an **Export Filters** section that decides which supports are listed. Select a chip to change its setting, or use the **+** button beside the heading to add a filter that isn't showing. | Filter | Options | What it controls | | ---------------------- | ----------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Status** | Published / Unpublished | Whether the PDF lists [published or unpublished](https://docs.astalty.com.au/guide/scheduling/published-and-unpublished-shifts) supports. Remove the filter altogether to include both. | | **Cancelled supports** | Exclude / Include | Whether [cancelled](https://docs.astalty.com.au/guide/scheduling/support-cancellations) supports are listed. | | **Has notes** | Yes / No | Narrows the PDF to supports that do, or don't, have a progress note. | The filters open pre-set to match the **Supports** page you came from, so it is quickest to filter that page first and then open **Actions**. From **calendar** view they open as **Status: Published** and **Cancelled supports: Include**. From **list all supports** view they inherit the filters on the table, so if you have set the table's **Cancellation Status** filter to **Not Cancelled**, the export opens on **Cancelled supports: Exclude** instead. > **Cancelled supports are included unless you exclude them** > > **Cancelled supports** normally opens on **Include**, and a cancelled support stays on the finished > PDF, marked only by a red **Cancelled** label after its time. A schedule sent to a Participant, > their family or a support coordinator can therefore list supports that are no longer going ahead. > Set **Cancelled supports** to **Exclude** before you export or email, unless you deliberately want > them included. > **This differs from a worker's roster export** > > On a Support Worker's **Shifts** tab, cancelled shifts are left out by default and you opt in with > the **Include cancelled shifts** tickbox - the opposite way around to the Participant export. See > [Viewing a Support Worker's Schedule](https://docs.astalty.com.au/guide/scheduling/viewing-a-support-workers-schedule#exporting-a-workers-schedule-as-a-pdf). Reinstating a cancelled support removes its cancellation entirely, so it is treated as an ordinary support by every one of these filters from that point on.