Schedule Templates FAQ

FAQ For All Users Faq
Last updated: January 26, 2026 • Version: 1.0
Table of Contents

Schedule Templates FAQ

Quick answers to common questions about using schedule templates for efficient and consistent scheduling.

Updated: January 17, 2025

What are schedule templates?

Schedule templates are pre-configured scheduling patterns that help you quickly create consistent schedules. They include shift times, employee assignments, recurring patterns, and business rules that can be applied to any date range.

Key benefits:

  • Save time on repetitive scheduling
  • Ensure consistent staffing patterns
  • Reduce scheduling errors
  • Maintain compliance with labor rules

How do I create a schedule template?

To create a new template:

  1. Go to Schedules → Templates → Create New Template
  2. Name your template (e.g., “Weekend Coverage”, “Holiday Schedule”)
  3. Set up shift patterns - define typical shifts for each day
  4. Assign default roles or specific employees
  5. Configure recurring rules (weekly, bi-weekly, monthly)
  6. Save the template for future use

You can also create templates by saving successful existing schedules.

Can I modify existing templates?

Yes! Templates are fully editable:

  • Edit template details - Change name, description, or settings
  • Modify shift patterns - Add, remove, or adjust shifts
  • Update assignments - Change default employee or role assignments
  • Adjust recurring rules - Modify frequency or pattern settings

Note: Changes to templates only affect future schedules created from that template, not existing schedules.

What types of schedule patterns can I create?

Templates support various patterns:

Time-based patterns:

  • Daily schedules (same pattern every day)
  • Weekly schedules (different patterns for each day of the week)
  • Bi-weekly schedules (alternating two-week patterns)
  • Monthly schedules (patterns that repeat monthly)

Staffing patterns:

  • Fixed assignments (same people, same shifts)
  • Role-based assignments (positions filled by qualified staff)
  • Rotating assignments (employees rotate through different shifts)
  • Seasonal patterns (different staffing for busy/slow periods)

How do I apply a template to create a schedule?

To use a template:

  1. Navigate to Schedules → Create from Template
  2. Select your template from the available options
  3. Choose date range where you want to apply the template
  4. Review and adjust any assignments or shifts as needed
  5. Publish the schedule to make it visible to employees

The system will automatically create all shifts according to your template pattern.

Can I use templates for different locations?

Yes, templates can be configured for multi-location use:

  • Location-specific templates - Create separate templates for each location
  • Multi-location templates - Include shifts for multiple locations in one template
  • Copy templates between locations - Duplicate successful patterns across sites
  • Location-based rules - Set different staffing requirements per location

What happens if employees in my template are unavailable?

When applying a template, the system will:

  • Check availability for all assigned employees
  • Highlight conflicts with red warnings for unavailable staff
  • Suggest alternatives from available qualified employees
  • Allow manual overrides if you need to proceed despite conflicts

You can resolve conflicts before publishing the schedule.

Can I share templates with other managers?

Template sharing depends on your permissions:

  • Department templates - Shared within your department automatically
  • Company-wide templates - Available to all managers (admin approval may be required)
  • Personal templates - Private to you unless explicitly shared
  • Template library - Access pre-built templates for common industries

Contact your administrator to set up template sharing permissions.

How do I handle exceptions in template-based schedules?

Templates provide a foundation, but you can always make adjustments:

  • One-time changes - Modify individual shifts without affecting the template
  • Temporary overrides - Handle vacation coverage or special events
  • Seasonal adjustments - Create variant templates for busy periods
  • Emergency modifications - Make real-time changes as needed

Changes to generated schedules don’t affect the original template.

Was this helpful? Let us know if you have questions not covered here.

Article ID: shifts_scheduling_schedule_templates_faq