Creating and Managing Shift Templates

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Overview

Shift templates (formerly called shift blocks) save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift templates allow you to schedule a shift quickly and easily.

You can also add shift templates from your computer or iPhone/iPad.

Things to know before you begin

  • You must have supervisor, manager, or account holder access privileges in When I Work to add, modify, or delete shift templates.
  • Supervisors can manage shift templates for their schedules only.
  • When you edit a shift template, existing shifts that were created using that template are not updated. Future shifts scheduled with the shift template reflect the updates you make.

Create a shift template

  1. From the When I Work Scheduling app, tap Menu button in the top-left corner of the screen.
  2. Tap Shift Templates in the menu.
  3. Tap Plus button in the top-right corner of the screen.
  4. Set up the shift template:Shift template detail with annotations
    1. If you would like the shift template to have a specific color, swipe left and right to find the color you want, then tap the color to select it.
    2. Set the start time and end time for the shift template.
    3. If the shift template applies to a specific position, tap No Position. Select the position from the list, then tap Checkmark button when you’re finished.
    4. If the shift template applies to a specific schedule, tap All Schedules. Select the schedule from the list, then tap the check mark Checkmark button when you’re finished.
    5. If the shift template should include an unpaid break or lunch, enter the length of the unpaid break in hours. For example, enter .5 for 30 minutes or 1 for an hour.
    6. (Optional) Add notes to the shift template. Up to 350 characters will appear on the schedule.
  5. When you’re finished setting up the shift template, tap the check mark Checkmark button in the top-right corner of the screen to save.

Now that you’ve created a shift template, you can use the shift template to schedule some shifts.

Modify a shift template

  1. From the When I Work Scheduling app, tap the menu button Menu button in the top-left corner of the screen.
  2. Select Shift Templates from the menu.
  3. Tap the shift template that you want to modify.
  4. In the top-right corner of the screen, tap the pencil icon Pencil button.
  5. Modify the shift template as needed.
  6. When you’re finished, tap the check mark Checkmark button in the top-right corner of the screen to save.

Delete a shift template

  1. From the When I Work Scheduling app, tap the menu button Menu button in the top-left corner of the screen.
  2. Select Shift Templates from the menu.
  3. Tap the shift template that you want to delete.
  4. In the top-right corner of the screen, tap Trash button.Delete shift template button trashcan
  5. Tap Delete to confirm that you want to delete the shift template.Deletion confirmation
Updated on July 9, 2018

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