> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Email client rosters

> How to email roster summaries to clients individually or in bulk

You can email rosters to clients individually or in bulk. Rosters are sent as PDF or CSV attachments with a customisable message.

## Emailing client rosters

<Steps>
  <Step title="Open the email page">
    Go to **Operations** → **Email Client Rosters**.

    <img src="https://mintcdn.com/visualcare/S6cUGf21Oaq-FSnX/images/scheduling/email-client-rosters/image-1761890138048-0.png?fit=max&auto=format&n=S6cUGf21Oaq-FSnX&q=85&s=9bed02b1a5b9f4d57f1366dfe5c5e07a" alt="Email client rosters menu" width="1890" height="870" data-path="images/scheduling/email-client-rosters/image-1761890138048-0.png" />
  </Step>

  <Step title="Select clients">
    All current clients appear in the list. Use the column filters to narrow down the list, then tick the clients you want to send rosters to. Use **Select All** to send to all active clients.

    Click **Email Roster**.

    <img src="https://mintcdn.com/visualcare/S6cUGf21Oaq-FSnX/images/scheduling/email-client-rosters/image-1761890138049-1.png?fit=max&auto=format&n=S6cUGf21Oaq-FSnX&q=85&s=d6e24d0cb0146741425cd6b595afe62c" alt="Select clients" width="1899" height="859" data-path="images/scheduling/email-client-rosters/image-1761890138049-1.png" />
  </Step>

  <Step title="Configure email details">
    In the confirmation dialogue, set the following:

    | Field               | Description                              |
    | ------------------- | ---------------------------------------- |
    | **Start date**      | Beginning of the date range              |
    | **Number of weeks** | How many weeks of roster data to include |
    | **Services**        | Include service details                  |
    | **Worker details**  | Include worker information               |
    | **Format**          | PDF or CSV                               |
    | **Message**         | Customisable email message to the client |

    <img src="https://mintcdn.com/visualcare/S6cUGf21Oaq-FSnX/images/scheduling/email-client-rosters/image-1761890138049-2.png?fit=max&auto=format&n=S6cUGf21Oaq-FSnX&q=85&s=010e5d29ca91dcc0c08cf69fbf8b027e" alt="Email configuration" width="748" height="613" data-path="images/scheduling/email-client-rosters/image-1761890138049-2.png" />
  </Step>

  <Step title="Review email count">
    The system shows how many of the selected clients have an email address on their profile. Only clients with an email address can receive the roster.

    <img src="https://mintcdn.com/visualcare/S6cUGf21Oaq-FSnX/images/scheduling/email-client-rosters/image-1761890138050-3.png?fit=max&auto=format&n=S6cUGf21Oaq-FSnX&q=85&s=c02e95c14cf59eae8f52212801d10bfc" alt="Email count" width="1908" height="897" data-path="images/scheduling/email-client-rosters/image-1761890138050-3.png" />

    <Tip>If a client doesn't have an email address, add one to their client profile before sending.</Tip>
  </Step>

  <Step title="Send">
    Click **Confirm** to send the client rosters.

    <img src="https://mintcdn.com/visualcare/S6cUGf21Oaq-FSnX/images/scheduling/email-client-rosters/image-1761890138050-4.png?fit=max&auto=format&n=S6cUGf21Oaq-FSnX&q=85&s=d701512e9b98992b98f0b7b4ff1b090c" alt="Confirm send" width="1902" height="900" data-path="images/scheduling/email-client-rosters/image-1761890138050-4.png" />
  </Step>
</Steps>

<Note>The default email message can be configured in **Settings** → **Rostering** → **Display** → **Default Email Message**. This message is used whenever you send a client their roster via email.</Note>

## Running into issues?

See [Scheduling troubleshooting](/troubleshooting/rostering-issues) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="Download worker rosters" icon="download" href="/scheduling/download-worker-rosters">
    Bulk download worker rosters as PDF or Excel
  </Card>

  <Card title="Rostering configuration" icon="gear" href="/scheduling/rostering-configuration">
    Configure default email message and other settings
  </Card>
</CardGroup>