Please note that this article references a previous version of Planday. If you are fully up to date, visit this article instead.
Templates are great for building a base for your scheduling, or for making recurring schedules so you can reuse them at a later stage. To get the most from your templates you may want to learn more about positions here.
In this article we'll show you how to build templates, and how to use them in your schedule.
Navigation: Settings > Schedule > Schedule templates
Templates can be created for a single day, a week, or multiple weeks. This gives you the flexibility to build out a foundation for your scheduling needs for throughout the year.
You can create as many templates as you need and easily apply them to the schedule:
- Go to Settings > Schedule > Schedule templates and Click 'Create'
- Give the template a name and choose what department it's for
- Choose the period of time that the template should cover and click "Save"
When you've created the template, click Edit template content to start adding shifts to your template.
Click on the edit-pencil on the right to schedule one position at a time. You can also edit everything by clicking Edit all above the schedule.
When you fill in the schedule, you can choose a person for each shift or leave it open.
If you need the same shift every day, you can copy the shift on Monday by using the green arrow. The shift is then copied to the days with the green checkmarks, when you click the ‘Copy’ button at the far right side.
After you have entered all your shifts in a week, or to a row, click Save.
If you're schedule is for multiple weeks, you can jump to the next week, or copy the current week to the next week, using the buttons at the top.
Apply your template to your schedule
Navigation: Schedule > Templates > Apply template
Select the template you want to apply and go through the options. We recommend spending a bit of time checking everything is correct before applying your template to the schedule. You can't undo your action after you've applied your template.
Start date: Select the start date for applying the template – this must correspond to the first day of your working week.
Apply number of times: Choose the number of times the template should be applied to the schedule.
A one-week template applied 8 times, results in the one week being repeated 8 times giving you an 8-week schedule.
Overwrite shifts: Select whether the shifts in the template should replace any shifts that may have been already added to the schedule during that period, and if so to what extent.
Example: If you have scheduled Monday-Sunday for four weeks, but management decides to remain closed on Mondays, you would create a new template with no shifts on Mondays. If you select Overwrite "all", the system will replace the new shifts from Tuesday-Sunday, but since there are no shifts on Monday, that weekday will not be affected. To automatically delete the shifts on all future Mondays, please select "All and delete everything first" instead.
Apply template to the following positions: If the template should only be applied to certain positions, uncheck this box to select the desired positions.
Apply template to the following shift types: If you uncheck the box marked “All”, all pre-defined shift types will appear, and you will be able to apply the template to the shift types you want.
Click Apply template.
The template will now be applied to your schedule.