Templates are great for creating the foundation of your schedule, or to save recurring days and weeks for later use. They can be applied multiple times at once, saving precious time and making schedule creation a breeze. Using Templates you can also create a consistent schedule for multiple or single employees, apply Shift types to specific days or ranges, and exclude Positions when they shouldn't be filled.
From the Schedule, you can find the Templates menu in the top right corner. From here, you can do the following:
- Create a new template.
- Save your current schedule as a template.
- Edit existing templates.
- Apply your template to the schedule.
- Copy weeks.
Move and copy shifts in the Templates editor
If you have the same shift on multiple days, copy the shift by holding down the Alt/Option (Mac) or Alt (Windows) key and place a copy of the shift wherever you need it.
Copy shifts works across all three views in the Templates editor: Employees, Groups, and Positions. To move a shift, simply drag and drop it to where you want it.
Working with different views in the editor
As in the Schedule, there are three different views available in the Templates editor: Employees, Groups, and Positions.
Working in the Employees view gives you an overview of the number of hours each employee is scheduled in the week you're working on. This is great for keeping track of an individual employees' hours, and making sure you don't schedule anyone too much or too little. You can combine this with the Contract rules feature for an even more comprehensive view.
Note that the hours shown are excluding breaks. In the Employees view, you can drag and drop open shifts to assign them to employees.
In the Groups view, you can see your shifts per Employee group. This gives you a nice overview of the split between Employee groups. If you haven't set up Positions, the Groups view is useful for checking to see if you've scheduled employees for all the roles you need covered.
If you want more information on each shift, or you'd like to categorise shifts across Employee groups, we recommend setting up Positions.
If you've set up the Positions view, you can work with it in exactly the same way as you do in your schedule. As you fill your templates with shifts, the hours for each of your sections will update accordingly.
Apply templates to your schedule
When applying templates it's important to check the settings and the date you apply the template from. First, go to the day or week where you want to start applying your template, then go to the Templates menu and select Apply template.
- There are three options to choose from when applying a template: “Update existing and add new shifts”, “Delete all and add new shifts”, or “Keep existing shifts and add new shifts”. The first option will try to merge the existing Schedule with the information from the template: if a user already has a shift in the schedule on the same day as a shift in the template, it will be replaced by the template shift. The second option will delete everything currently in the Schedule, and then add the information from the template. The last option simply adds the template shifts onto the schedule without making any changes to the existing shifts. This means nothing is lost, but also means that the new shifts might conflict with pre-existing shifts. When switching between the options, you should see a preview of how the end result will look. We recommend applying templates to empty days or weeks. This gives you the best overview and control.
- Use the Employee drop down menu to choose the employee(s) that the template should apply to.
- Choose the number of times that the template should be applied. For example, if you are using a day-based template you can apply it up to 14 times to populate a fortnight in the schedule. If you are using a larger template that covers several weeks, we recommend that you limit the number of times you apply it for. This will help to avoid having to make considerable changes to your schedule if your business or operations have changed since the time the template was applied, and will prevent performance issues that could arise if your template covers too long a period.
- By selecting individual Shift types you can tailor which shift types will be applied to the schedule. For example, on Monday you might have a shift type for a weekly meeting, which you can then deselect when applying the day to the rest of the week.
- As with employees and shift types, you can choose to include or exclude certain positions when applying your template. This may be useful if some of your positions are only due to be filled on busy days or weeks.
When you've checked the settings, select Next. Planday will check for any working time violations, before you confirm by clicking Apply.
If you have a weekly schedule you want to reuse, you can quickly copy it by going to the Templates menu and selecting Copy week. Choose the week you want to copy your schedule to and confirm.
When you copy a week, all existing shifts that aren't already approved for payroll, or don't have Punch Clock entries, will be overwritten.
The best way to use Copy week, is to always copy to an empty week. This way, you don't run the risk of overwriting anything by accident.
Templates and working time rules
In the revamped Planday, a check against working time rules is run before you apply a template. This is useful for making sure you don't schedule employees in breach of working time regulations in your country or industry.
Checks against working time rules are also made for every change you make to the schedule.
Check out this article for more information on how to set up working time rules.