Building a schedule from a template allows you to generate a monthly schedule following a weekly pattern. So, if your weekly labor needs are pretty predictable, this way of building a schedule is for you.
To build a schedule using a template, navigate to the menu on the left hand side of your screen and click on “Scheduling” then click “Planner.”
You’ll then land on the Planner page. Here, you’ll be able to see all of the team members who are scheduled to come into work on any given day. You will also see unpublished and unassigned shifts.
On the right-hand side of the page, you’ll see three icons. Click on the first icon in the list.
Once you click on the icon, a Toolbox menu will pop out. Click the “Use Templates” button under the Templates heading.
You’ll be taken to the Template window were you can start drafting a schedule.
Click the “+” buttons to add a sheet on any day. You’ll notice that the default shift is from 9:00AM-5:00PM, for one person, and no team specified.
To customize the shift, click on the time. You’ll see a window pop up where you can change how many team members needed for the shift, the team needed to work the shift, the start and end time of the shift, and an optional note. When you have updated those details, press the “Done” button at the bottom of the window.
Repeat this customization across the entire week, yes, the entire week. Make sure it looks good and when you’re done, you have a few options. You can save the template for later use by clicking the “Save” button at the top right-hand corner of the window. Or, if you want to generate the shifts now, click the “Generate Shifts” button.
At this point, you should see the shifts you planned show up on the Planner screen in a grey color without any team members assigned to them. Now, you’re probably thinking, how do I assign actual people to these shifts? Well, you’ve got some options.
On the right-hand side of a shift, there is a person icon with a “+” sign. Click that and you’ll see a drop down with suggested team members to assign to the shift. Select one and bam! You’re all set. You can repeat that process until all of your shifts are assigned. The shift bar should turn yellow once you have assigned the shift to a team member.
Another way to add team members to the open shifts is to auto-assign shifts based on preferences and team member availability. To do so, go to the right-hand side of the screen and click on the first icon.
After, a Toolbox window will pop out. Click on the “Launch auto assign” button under the Auto Assign header.
After, a window with a few questions about your auto-assignment will pop up. Simply answer the questions and then click the “Assign Shifts” button. If you want to change the default assignments click here.
You’ll find that your shifts for the month will be generated with team members. One thing to note is that while these shifts may have team members assigned to them, they are not published (aka official).
To publish the shifts, meaning to turn the yellow ones into blue ones, go to the right-hand side of your screen and click the first icon.
Once you have the Toolbox pop out open, click the “Publish” button underneath the Schedule header.
You’ll then see a Publish Schedule window. With key information about the shifts you are about to publish.
If all is good, click the “Publish” button at the lower right-hand side of the screen. You’ll see the yellow shifts turn blue. Pat yourself on the back because you just scheduled and published a month worth of shifts.