Work with templates

Schedule templates let you save a proven schedule layout and reuse it week after week. Instead of building every schedule from scratch, you apply a template as a starting point and make only the adjustments you need.

1. What are schedule templates?

A template is a saved schedule pattern — it records which positions need coverage, at what times, and optionally which people are assigned. When you apply a template to a new schedule week, all those shift assignments are pre-filled for you.

Templates are especially valuable for venues with recurring weekly patterns. If your Monday-to-Friday staffing rarely changes, saving that pattern as a template means you never rebuild it from scratch.

2. Navigate to the Templates page

Open the Templates page from your workspace navigation. Here you will find all existing templates and the option to create new ones. If you have not created any templates yet, this page serves as your starting point.

3. Create a new template from scratch

To create a template, you define the shift pattern you want to reuse. This works similarly to building a schedule, but without tied to specific dates.

1. Click the create template button
2. Give the template a clear, descriptive name (e.g., "Standard Weekday", "Weekend Rush")
3. Define the shift assignments — which positions, what times, and optionally which people
4. Review the template layout
5. Save the template

4. Edit template details

Templates are living documents. As your venue's needs change — new positions, different operating hours, staffing adjustments — update your templates to reflect the current reality.

1. Open the template you want to modify
2. Edit shift assignments, times, or positions as needed
3. Update the template name if the pattern has changed significantly
4. Save the updated template

5. Apply a template to a new schedule week

When creating a new schedule, you have the option to start from a template. This pre-fills all the shift assignments from the template, saving you the effort of placing every shift manually.

1. Go to the Schedules page and create a new schedule
2. Select the date range for the new schedule period
3. Choose the template you want to apply
4. The schedule is pre-populated with shifts from the template
5. Make any day-specific adjustments (someone on leave, a special event, etc.)
6. Save the schedule as a draft

6. When to use templates vs. starting fresh

Templates are ideal when your venue has predictable, repeating patterns. But they are not always the right choice. Here is when each approach makes sense:

• Use templates when: your weekly pattern is consistent, you have established shift structures, and only a few changes happen week to week
• Start fresh when: the upcoming week is completely different (special events, holidays, major staff changes), or when you are still experimenting with what works
• Combine both: apply a template for the baseline, then manually adjust the parts that differ

7. Organize your template library

As your venue grows, you may accumulate multiple templates for different scenarios. Keep your template library clean and useful by following these practices:

• Use descriptive names that indicate when the template applies ("Summer Weekday", "Winter Weekend")
• Delete outdated templates that no longer match your operations
• Review templates periodically when positions or staff change
• Keep the total number manageable — 3-5 active templates is usually sufficient for most venues