Save a week as a template and import it

A schedules template is a saved standard week: all its shifts, with their employees, times and sections. If your schedule follows recurring patterns (team rotation, summer hours, standard week), you build the week once, save it, then import it onto any future week.

Unlike duplicating the previous week, a template stays available over time: you can keep several of them (one per season, rotation or section) and choose the right one when importing.

These actions are reserved for managers and administrators, and are done from the Week view of the schedule.

Save a week as a template

1. Go to Schedules → Schedule management, in the Week view.
2. Build or display the week you want to save.
3. If you use sections, choose what you want to save:
   • a selected section: only the shifts of this section are saved, and the template is linked to it;
   • no section selected: the template saves the complete week, all sections combined.
4. Click the More button at the top right of the schedule, then Save week.
5. In the window that opens, the Template field offers two options:
   • New template: enter a Name (for example "Standard week" or "Team A rotation"), then click Create.
   • An existing template: select it from the list, then click Edit. Its content is then replaced by the displayed week.

The template includes all the shifts of the week, absences included. Employees who have left the department are not included.

Import a template onto one or more weeks

1. In Schedules → Schedule management, in the Week view, go to the first week to fill in.
2. Click More, then Import a week.
3. In Import from, choose A schedules template.
4. In Schedules template, select the template to apply.
5. In Users, keep All employees or choose only certain employees.
6. In Apply over the following week(s), select one or more weeks. The displayed week is suggested by default, and you can go up to 15 weeks ahead.
7. Set the import options (see below), then click Import.

The import runs in the background: a message confirms that the request has been sent and you receive a notification when it is complete. Depending on the number of shifts and employees, this may take a little time. You also receive an email in case of an error, or if the process takes more than one minute.

Import options

Each option is turned on or off with a switch:

• Convert all shifts to free shifts (off by default): all shifts are imported as free shifts, without an assigned employee. Useful to offer a standard week to your team without assigning the shifts in advance.
• Convert shifts into free shifts if the user is already scheduled (on by default): if an employee already has a shift at that time, the template shift is created as a free shift instead of being skipped.
• Import normal shifts (on by default): imports the shifts assigned to employees.
• Import shifts that do not contain a section (on by default, visible if you use sections).
• Import freeshifts (on by default): also imports the free shifts saved in the template.
• Import absences (on by default).
• Import unavailabilities (on by default).

Imported shifts are added to those already on the target week: they do not replace them. If a target week is locked by the payroll closing, the import is refused.

Manage your templates

Find all your templates in Settings → Schedules → Schedule templates. From this page, you can:

• edit a template to change its Name or its Section;
• remove a template you no longer need.

To change the content of a template, display the new standard week in the schedule and use Save week, selecting the existing template.