Schedule Templates

Learn how to create and use shift rule templates to standardize scheduling requirements, ensure proper staffing levels, and maintain consistent scheduling practices across your organization.

Overview

Schedule templates (formally called Shift Rule Templates) allow you to define standard scheduling requirements that automatically apply to shifts based on location, time, and day of the week. By creating and assigning templates, you can ensure consistent staffing levels, proper role distribution, and compliance with scheduling policies without manually configuring each shift. This article explains how to create, configure, and manage schedule templates.

Understanding Template Types

The Shifts platform uses templates to standardize scheduling:

Shift Rule Templates

These define the requirements for shifts:

• Minimum total staff required
• Role-specific headcount requirements
• Time-based application rules
• Location assignment settings
• Priority levels for conflict resolution

Accessing Templates

To manage schedule templates:

1. Navigate to Scheduling > Templates & Rules
2. Select Shift Rule Templates from the menu
3. View a list of existing templates or create new ones

Creating a New Template

To create a new shift rule template:

1. From the Templates screen, click Create New Template
2. Enter a descriptive name (e.g., “Weekend Morning Shift”)
3. Configure basic template settings:
   • Active: Enable or disable the template
   • Business: Automatically set to your business
   • Description: Optional explanation of template purpose
4. Click Save to create the template

Configuring Template Details

After creating a template, configure its specific requirements:

Setting Time Conditions

Define when the template applies:

1. In the template editor, navigate to the Time Conditions tab
2. Select applicable days of the week (e.g., Monday through Friday)
3. Set the time range (e.g., 8:00 AM to 5:00 PM)
4. Give the time condition a descriptive name (e.g., “Weekday Business Hours”)
5. Set a priority level (higher numbers take precedence if multiple templates match)
6. Save your time conditions

Defining Staffing Requirements

Set minimum staffing levels:

1. Navigate to the Staffing Requirements tab
2. Set the Minimum Total Staff required for shifts under this template
3. Add role-specific requirements:
   • Click Add Role Requirement
   • Select the role type (e.g., Manager, Cashier, Associate)
   • Specify the required count for that role
   • Repeat for each role type needed
4. Save your staffing requirements

Configuring Location Requirements

Set location-specific rules:

1. Go to the Location Settings tab
2. Toggle Require Location Assignment if staff must be assigned to the shift’s location
3. Set any location-specific overrides or exceptions
4. Save your location settings

Setting Role Pairing Rules

Define which roles cannot work together:

1. Navigate to the Role Pairings tab
2. Click Add Prohibited Pairing
3. Select the first role type
4. Select the second role type that cannot work with the first
5. Add a reason or note for the prohibition
6. Save your pairing rules

Assigning Templates to Locations

Templates must be assigned to locations to take effect:

1. Navigate to Locations > Manage Locations
2. Select the location you want to configure
3. Go to the Templates tab
4. Click Assign Templates
5. Select the templates you want to apply to this location
6. Arrange templates in priority order if multiple apply
7. Save your template assignments

Template Application Logic

Understanding how templates work with shifts:

Automatic Application

When a shift is created or modified, the system:

1. Checks the shift’s location for assigned templates
2. Identifies templates that match the shift’s day and time
3. Applies the highest-priority matching template
4. Creates shift requirements based on the template

Multiple Template Handling

When multiple templates could apply to a shift:

• The template with the highest priority number is used
• If two templates have the same priority, the most recently created one applies
• Templates marked as inactive are ignored regardless of priority

Requirement Validation

Once a template applies:

• The system creates a ShiftRequirement record
• Shift assignments are validated against these requirements
• The system flags shifts that don’t meet requirements
• Coverage indicators show staffing level compliance

Managing Existing Templates

Keep your templates current:

Editing Templates

1. Navigate to Scheduling > Templates & Rules
2. Select the template you want to modify
3. Make your changes to any section
4. Save the updated template

Duplicating Templates

Create variations of existing templates:

1. Open the template you want to duplicate
2. Click Duplicate Template
3. Give the new template a unique name
4. Modify any settings as needed
5. Save the new template

Deactivating Templates

Rather than deleting templates, consider deactivating them:

1. Open the template you want to deactivate
2. Toggle the Active switch to Off
3. Save the template

Inactive templates remain in the system but don’t apply to shifts.

Viewing Template Impact

Monitor how templates affect your scheduling:

Coverage Reports

1. Navigate to Reports > Scheduling > Coverage Analysis
2. View which shifts meet or fail template requirements
3. Filter by location, date range, or template
4. Identify scheduling gaps that need attention

Template Usage Statistics

1. Go to Reports > Template Utilization
2. See which templates are most frequently applied
3. View compliance rates for different templates
4. Identify patterns in requirement satisfaction

Best Practices

For optimal results when using schedule templates:

1. Start Simple: Begin with basic templates before creating complex ones
2. Use Clear Naming: Give templates descriptive names that identify their purpose
3. Consider Time Patterns: Create separate templates for different parts of the day or week
4. Review Regularly: Periodically assess if templates still match business needs
5. Document Purpose: Use the description field to explain each template’s intent
6. Check Conflicts: Ensure templates don’t create contradictory requirements
7. Prioritize Carefully: Set thoughtful priority levels to handle overlapping templates

Common Template Scenarios

Examples of effective template usage:

Peak Hours Template

• Higher staffing requirements during busy periods
• More specialized roles required
• Applied to predictable rush hours

Weekend Template

• Different staffing mix than weekdays
• Potentially different role requirements
• Applied specifically to Saturday and Sunday

Overnight Template

• Reduced staffing levels
• Specific security or management roles required
• Applied to late night/early morning hours

Related Resources

• Creating Schedules
• Break Compliance
• Staffing Requirements
• Role Management

This article should be updated when:

1. New template configuration options are added
2. Changes to the template application logic
3. New template types are introduced
4. Updates to the template priority system
5. Changes to how templates integrate with locations
6. New reporting features related to templates