Basic Scheduling (the native scheduler in timekeeping) can use templates for applying a pattern of shifts to employee schedules. This article explains how to create, apply and modify templates.

This article does not apply to TimeSimplicity.

 

Create Templates

1. Select Scheduling from the left navigational pane to get to the Scheduling Home page.
2. Choose Schedule Templates from the list of options.
3. Select Add New.
4. In Setup, you can define a pattern of schedule recurrence. For example, you could create a schedule that repeats every 14 days. Patterns between 2 and 59 days can be defined.
5. Setting the Blocks is optional. It allows you to break the day into multiple schedule segments. It defaults to “2”, but if you are only scheduling the employee’s start and stop time, enter “1”.
6. Click Next.
7. Designate the IN and OUT times. You can use military times for faster entry and the system will convert to am/pm.
8. Name the template.
9. Click Save.

The template can now be used on the schedule.

 

Use a Schedule Template

Using a template for an employee’s schedule is very similar to creating a schedule.

1. Access the Scheduling Home page by clicking Scheduling in the navigation pane or, using the Scheduling Home link at the top right of any scheduling page.

2. Click Set, View or Modify Employee Schedule by Workweek. If you have the Coverage View selected, click the Schedule tab.
   
   
3. Use the checkboxes to select one or more employees for which you want to apply the template. The checkboxes are a great way to simultaneously set schedules for employees that work identical shifts.
   
   
4. Click Set / Modify Schedule.
   
   
5. Set Start/End Dates is where you can choose to:
   1. Limit with Dates This means the template will start and end on the defined dates. The first day of the template will apply to the first date in the range. It will not account for the workweek.
   2. Don’t Limit with Dates This allows you to create an on-going schedule that follows the pattern defined in the template.
      Note: Recurring schedules will be applied to the next full week, not the current week. There is no way to apply a recurring schedule to the current week. You will need to create a Date Limited schedule for that purpose.
      
      
6. Click Next. Note: If you need to make changes after you have clicked Next, use the Back button to return to the previous step in the process.
   
   
7. In the Apply Existing Template section, select Choose an Existing Template and choose a template by name from the dropdown list. You can also use a previous schedule in place of a template.

8. Click Next.
   
   
9. If you choose, you can modify the template by designating additional IN and OUT times in the schedule fields.
   
   
10. If you have modified an original template and would like to save the changes as a new template for future use, give it a template name in the text box.
    
    
11. Click Save. You will see a warning about schedules that span midnight which can be advanced past.

 

Modify Templates

A template can be modified, but you cannot change the name of a template nor will any changes made apply to templates that have already been applied to schedules.

1. Select Scheduling from the left navigational pane to get to the Scheduling Home page.
2. Choose Schedule Templates.
3. Select an existing template with the radio button.
4. Click Modify.
5. If you need to change the days and/or time of the template, make the changes in the schedule fields. You can also click Modify Settings to change the repeating pattern and blocks per day.
6. Click Save.