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Creating, Modifying, and Deleting 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 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.
  • We added shift templates to the When I Work Scheduling app in version 4.0. If you don’t see Shift Templates in the menu, try updating the app.

Things to do before you begin

Make sure the When I Work Scheduling app is installed on your Android phone.

Create a shift template

  1. In the When I Work Scheduling app, tap Menu button.Menu button on the dashboard
  2. Tap Shift Templates in the menu.Shift Templates menu item
  3. Tap Plus button in the top-right corner of the screen.Add shift template plus button
  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 location, tap All Locations. Select the location 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.Shift template check to save button

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 When I Work Scheduling app, tap the menu button Menu button.Menu button on the dashboard
  2. Select Shift Templates from the menu.Shift Templates menu item
  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.Edit shift template 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. In the When I Work Scheduling app, tap the menu button Menu button.Menu button on the dashboard
  2. Select Shift Templates from the menu.Shift Templates menu item
  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 April 13, 2017

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