1. Home
  2. Scheduling Your Team
  3. Speeding Up Scheduling With Templates
  4. Creating, Modifying, and Deleting Shift Templates

Creating, Modifying, and Deleting Shift Templates

From your

Applies to , ,

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 locations only.

Create a shift template

  1. In the top-right corner click the Gear menu, then select Shift Templates.
  2. In the top-right corner, 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 will need 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 will be able to filter your shifts by color on the Scheduler. If you do not select a color, the shift will be grey by default.
    4. Position: If the shift template applies to a specific position, click No Position and select the position from the list.
    5. Location: If the shift template applies to a specific location, click All Locations and select the location from the list.
    6. Notes: Enter notes about the shift here. The maximum amount of characters that will appear on the schedule is 350.
  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 click the 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 click the 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 May 26, 2017

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket