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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 use shift templates from your computer 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.
  • This article contains images of the When I Work app on an iPhone. Although the app looks slightly different on an iPad, the app works the same on both devices.

Create a shift template

  1. From the When I Work Staff Scheduling app, tap More icon in the bottom-right corner of the screen.
  2. Tap Shift Templates in the Toolbox menu.
  3. Tap Plus button in the top-right corner of the screen.
  4. Set up the shift template.Add Shift Template screen
    1. If you would like the shift template to have a specific color, tap the color picker in the top-right corner of the screen and select a color.
    2. Tap Time to set the start and end time for the template.
    3. If the shift template applies to a specific position, tap Position and select the position from the list.
    4. If the shift template applies to a specific location, tap Location and select the location from the list.
    5. If the shift template should include an unpaid break, tap Unpaid Break and select the length of the break from the menu.
    6. (Optional) Tap Notes to 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 Save in the top-right corner of the screen.

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 Staff Scheduling app, tap More icon in the bottom-right corner of the screen.
  2. Tap Shift Templates in the Toolbox menu.
  3. Tap the shift template that you want to modify.
  4. In the top-right corner of the screen, tap Edit.Edit Shift Template screen
  5. Modify the shift template as needed.
  6. When you’re finished, tap Save in the top-right corner of the screen.

Delete a shift template

  1. From the When I Work Staff Scheduling app, tap More icon in the bottom-right corner of the screen.
  2. Tap Shift Templates in the Toolbox menu.
  3. Tap the shift template that you want to delete.
  4. In the top-right corner o the screen, tap Edit.Edit Shift Template screen
  5. At the bottom of the screen, tap Delete Template.
  6. Tap Delete Template to confirm that you want to delete the shift template.
Updated on September 18, 2017

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