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 shifts details one-by-one, shift templates allow you to schedule a shift quickly and easily.

You can also use shift templates from your iPhone/iPad or Android phone.

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. In the top-right corner of the page, hover your pointer over Gear menu, then select Shift Templates.
  2. In the top-right corner of the page, click Add Shift Template.
  3. Set up the shift template.
    1. Time: Set the start and end time for the shift template. Note that a start time and an end time must be entered. You can make the shift as short as 1 minute by entering “7:00a-7:01a” or as long as 24 hours by entering “7:00a-7:00a”.
    2. Unpaid Break: If the shift template should include an unpaid break, enter the length of the unpaid break in hours. For example, enter .5 for 30 minutes or 1 for an hour. Note that whatever number is inputted here is deducted from their total hours on the schedule. If you use When I Work Time Clock & Attendance, the employee needs to clock out and clock back in for their break.
    3. Color: Click the Pencil button in the color picker to assign your shift template a color. By selecting a color, you can filter your shifts by color on the Scheduler. If you do not select a color, the shift template defaults to grey.
    4. Position: If the shift template applies to a specific position, click No Position and select the position from the list.
    5. Schedule: If the shift template applies to a specific schedule, click All Schedules and select the schedule from the list.
    6. Notes: Enter notes about the shift here. Up to 350 characters appear on the schedule.
  4. When you are finished, click Add Shift Template. Repeat these steps for all your regular shifts.

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

Modify a shift template

  1. In the top-right corner of the page, hover your pointer over Gear menu, then select Shift Templates.
  2. On the right side of the page, click the Pencil button next to the shift template you’d like to modify.
  3. Modify the shift template as needed.
  4. When you’re finished, click the Save Shift Template button.

Delete a shift template

  1. In the top-right corner of the page, hover your pointer over Gear menu, then select Shift Templates.
  2. On the right side of the page, click the Trash button next to the shift template you’d like to delete.Delete shift template button
  3. Click OK to confirm that you want to delete the shift template.
Updated on December 20, 2017

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