Why is this important?
Schedule templates save time and make planning easier by reusing standard schedules.
How do I create a schedule template?
Prepare the schedule to be saved:
Make sure you have a sample schedule (day or week) already planned.
Save the template:
Go to the Schedule tab.
Choose day or week view.
Click on the three dots at the top right of the schedule.
Select Save as template from the drop-down menu.
Name the template: Choose a name for your template.
Note: The name of the template cannot be changed once it has been validated. If you want to change the name of a template, you will need to save it again with the desired name. Then, delete the old template whose name you no longer wish to keep.
Tip: You can create a template from a filtered view of the schedule (by team, position, employee or absence). Only filtered shifts will be saved in the template.
How do I use a schedule template?
Apply the template:
Go to a blank week where you wish to apply the schedule.
Click on the three dots to the right of the schedule.
Select Create from a template.
Options available:
Create from a saved template.
Create from a previous week
Select employees:
Select the employees or teams for whom you wish to apply the template.
Note: If you apply the template only to certain employees, the schedules of other employees will not be modified.
Apply over several weeks:
You can duplicate the template over the next 10 weeks.
Tip: If the template is applied to an existing schedule, you can choose to keep the shifts already scheduled or replace them with those in the template.
Archived employees:
The shifts of archived employees will be added to unassigned shifts or removed from the schedule, depending on your schedule settings.
How do I delete a schedule template?
Access the templates:
Click on the three dots to the right of the schedule.
Select Create from a template.
Delete template:
Select the template to be deleted.
Click on the trashcan to the right of the template name.
Warning: This action is irreversible. You will not be able to retrieve the deleted template.
Tip: If you wish to recreate a deleted template, you can save it again. To do so, go to a week where this template was previously applied, and save it again as a template.
How to apply a schedule template to a week that already has shifts scheduled?
When you apply a template to a week that already has scheduled shifts, a window will open, allowing you to choose how to manage potential conflicts between the existing shifts and those in the template. Three options are available:
Keep the shifts from the schedule: The template will be applied only to the available time slots. Existing shifts that conflict with the template will remain unchanged, and the template’s shifts will not be applied to those conflicting time slots.
Replace the shifts from the schedule with those from the schedule pattern: The template’s shifts will be added to the schedule. If a shift from the template conflicts with an already scheduled shift (i.e., if the times overlap), the existing shift will be replaced by the template’s shift. Shifts that are already scheduled and do not conflict with the template will remain unchanged.
Move the shifts from the schedule pattern to "Unassigned": The scheduled shifts will remain in place, and any conflicting shifts from the template will be moved to the "Unassigned" section.
Note: If the option “Move the shifts from the template to ‘Unassigned’” is not available, it means the "Unassigned" section is not enabled in your display options. To enable it, click on the three dots at the top right of the schedule, select "Display options," and check the option "Show unassigned shifts." Once this option is enabled, the "Move the shifts from the template to 'Unassigned'" option will be available when applying a template.
How to keep only the template's shifts?
If you want only the template's shifts to appear on the schedule, without keeping any previously scheduled shifts, follow these steps:
Delete the existing shifts for the relevant employees in the week where you want to apply the template.
Once the shifts are deleted, you can apply the desired template.
This method ensures that the schedule will contain only the information from the template, without interference from previously scheduled shifts.
Tip: To quickly delete all the planned shifts for a week, click on the three dots at the top left of the schedule and select "Delete shifts for the week." You can then choose which employees' shifts you wish to delete.