Scheduling with Shift Templates

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Applies to , ,


Use shift templates to quickly add standard shifts to the schedule.

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 to schedule shifts 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 shifts to the schedule.
  • We added shift templates to the When I Work Scheduling app in version 4.0. If you don’t see shift templates when you add a shift, try updating the app.

Things to do before you begin

Use a shift template to schedule a shift

  1. In the When I Work Scheduling app, tap Menu button.Menu button on the dashboard
  2. Tap Schedule in the menu.Schedule item in the menu
  3. Tap Schedule.Schedule view
  4. (Optional) If you want to view your existing shift coverage, tap the date range to jump to a week, then scroll down to the day.
  5. Tap Plus button in the top-right corner of the screen.
  6. Tap the shift template that you want to use.Add shift based on shift template
  7. Set the start and end dates for the shift. If necessary, adjust the start and end time.Set the date and assign an employee
  8. Assign the shift to an employee or make it an OpenShift.
    1. Scroll down to Who.
    2. Tap Plus button next to Tag employee.
      • To allow a qualified employee to take the shift, tap Open Shift.
      • To assign the shift to a specific employee, tap the employee’s name.
    3. When you’re finished, tap Checkmark button in the top-right corner of the screen.
  9. Make any additional adjustments to the shift that are needed.
  10. When you’re finished, tap Checkmark button in the top-right corner of the screen to save.
Updated on April 13, 2017

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