HS Scheduling: Creating and Applying Templates

Overview

Templates allow you to reuse schedules instead of recreating the same shifts each week. You can apply an existing template to a blank schedule or create new templates from an existing schedule or from scratch.

There are two template types:

Assigned Templates keep shifts assigned to the same employees. If an assigned employee is unavailable when the template is applied, the shift becomes a House Shift.

Unassigned Templates create all shifts as House Shifts, allowing managers to assign employees afterward.

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Open the Templates Window

1. Navigate to the Scheduling tab.
2. Select Menu.
3. Select Templates.

Fig.1 - Accessing Templates [select image to enlarge]

Depending on your permissions, the Templates window may include the following sections:

Section	Description
A- Date Picker	Select the week you want to work with.
B- Custom Templates	Apply or create templates for individual schedules.
C- Forecast Templates	Apply groups of templates to multiple schedules.
D- Schedule List	Displays the schedules available for templates.

Fig.2 - Template modal

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Apply a Template

Templates can only be applied to schedules with a status of Not Started or Deleted.

Templates are schedule-specific. For example, a template created for the Server schedule can only be applied to the Server schedule.

To apply a template:

1. Select the appropriate week.
2. Expand the schedule you want to update.
3. Locate the template.
4. Select Apply.

Fig.3 - Apply template
 

Note: Assigned templates are labeled Assigned. Templates without this label are Unassigned.
 

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Create a Template

Choose one of the following methods to create a template:

• From an existing schedule
• From an empty template

Create a Template from the Current Schedule

Create a reusable template using an existing schedule.

1. Expand the desired schedule.
2. Select Create a template from the current schedule.
3. Enter a Template Name.
4. (Optional) Enter a description.
5. Choose whether to save the template as:
   • Assigned
   • Unassigned
6. (Optional) Include Shift Notes.
7. Select Save.

Fig.4 - Create a template [select image to enlarge]

Note: Assigned templates preserve employee assignments. Unassigned templates convert assigned shifts into House Shifts when applied.

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Create an Empty Template

Use the Template Generator to build a template from scratch.

1. Expand the desired schedule.
2. Select Create an empty template from the template generator.
3. Enter a template name.
4. (Optional) Enter a description.
5. Select Now Create Shifts.

Fig.5 - Create a template from a schedule

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Build an Empty Template

The Template Generator organizes shifts by Day Part (Morning, Afternoon, Evening, etc.).

To begin building a template:

1. Expand the desired schedule.
2. Select Create an empty template from the template generator.
3. Enter a Template Name.
4. (Optional) Enter a description.
5. Select Now Create Shifts.

Fig.6 - Create an empty template

You can modify:

• Job
• Location
• Shift times
• Days worked
• Days marked Not Scheduled

Select a shift time to open the Set Schedule window, where you can:

• Update the start and end times.
• Apply changes to a single day or the entire week.
• Mark selected days as Not Scheduled.

Fig.7 - Adding rows to day parts [select image to enlarge]
 

The Template Generator opens with separate Day Parts. Each row represents a single shift across the week.

Each row displays the assigned Job, Location, and shift times for each day of the week. As you build the template, changes are saved automatically.

Fig.8 - Template row [select image to enlarge]
 

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Edit Template Shifts

Select any shift time to update the schedule for one or more days.

From the Set Schedule window, you can:

• Change the shift's start and end times.
• Apply the same times to a single day or the entire week.
• Mark one or more days as Not Scheduled.

Fig.9 - Template shift editor [select image to enlarge]

Complete the Template

As you add and configure shifts, your changes are saved automatically.

When you've finished creating all required shifts, the completed template is ready to be applied to future schedules.

Fig08 - Completed template [select image to enlarge]

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HS Scheduling: Forecast Templates