How To: Create a Schedule Template

Schedule Templates can be created to define both the shift details and the assigned employees per shift. 

On the Schedules tab of you dashboard, click on the Schedule Builder icon. 

Scroll down to Settings & Templates and select the Schedule templates option.

Note: If you do not see this option on your screen, ensure that Try the new experience in the upper right corner of the screen is toggled ON.

 

1) Click the Add New button. 2) Select the correct Base Settings for your schedule. 3) Click Save. 

Note: If you do not see a Base Settings option for the schedule you need to create, reach out to your Human Resources department. 

1) Enter a Template Name. 2) Select Post Open Shifts for the Manage Open Shifts field. 3) Save. 4) Click View By Week to begin building your template. 

You will build your schedules on the Week View screen. Click on the Actions icon (three dots) and select Add New Shift. 

Note: Users can save the settings on this view so the options to Show Shift Names and Group by Cost Center do not need to be selected each time they return to this screen.

How To Save Your View Settings

If you always want Shift Names to be visible and to Group By Cost Center, you can save a new default view with those settings enabled. Check the boxes for your designed Settings, then click on Actions (three dots) and Save View As. 

Enter a Name for this view, check the My Default box and click Save & Run. Anytime you return to this screen, your settings will be saved. 

Select the days of the week that this shift applies to. Select the Shift Type (if applicable) and enter the Start Time and End Time of the shift. Optionally, you can select +Add Break if a meal break should be scheduled into the shift. 

1) Scroll down to Location & details to assign the Primary Cost Center and Skill associated with the shift (if no special skill is needed, choose Default. Here you can also enter a Shift name.

2) Under the Assignments section, you can Auto-assign (not recommended unless all employees have their Availability defined and current), choose one or more people, or Leave unassigned (open shift). Select the number of employees who should be scheduled for a particular shift under the Assigned Shift Count. Click Save to save the shift. 

1. For Schedule Templates, whether you choose to assign shifts to employees or leave them open will depend on if you have the same employee/s regularly working a specific shift. If the same employee generally works the same shift every week, it would make sense to assign that shift to them within the schedule template. If the shift is rotated among multiple employees on a regular bases, it would make sense to leave that shift open. The shift assignment can be updated later if needed. 

Repeat the Add New Shift steps above for all applicable shifts. 

Once added, open shifts will appear across the top of the screen and assigned shifts will appear next to their corresponding employee.

Open shifts can be dragged and dropped down to assign that shift an employee. 

Once assigned, the shift name will appear. If there are any violations, a warning icon will appear. Hover over it to view the warning.

In this example, the employee has a minimum hours requirement that has not been met. 

   

Once all shifts have been added as Open or Assigned shifts to your Schedule Template, it can now be used to create a live schedule. 

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