Scheduling with Shift Templates

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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 Android phone.

Things to know before you begin

  • You must have supervisor, manager, or account holder access privileges to make schedule changes.
  • 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.

Things to do before you begin

Use a shift template to schedule a shift

1) From the iPhone/iPad app, tap the Schedule tab at the bottom of the screen.

2) Click the + icon on the top right of the screen

3) From the menu, select the shift template that you need. In this example, we selected the 7a – 12p as Cashier shift template.

4) This will bring you to a pre-populated shift template. However, you can edit/ add more details about this shift. You can:

  • Add a color code
  • Edit the Date
  • Edit the start and end time
  • Assign a location
  • Assign a job Site
  • Assign a position
  • Assign the shift to a specific employee
  • Enter the number of employees you need to fill this shift
  • Add an Unpaid Break
  • Enter Shift Notes

5) When you complete entering the shift details, tap Save on the top right of the screen.

6) A pop up on the bottom of the screen will ask you to tap either Save or Save & Publish.
If you do not click either of these options, the shift will not be stored and you will need to start over.

  • If you tap Save, none of your employees will be alerted for this shift. However, you will have the option to Publish or Publish & Notify the shift.
  • If you tap Save & Publish, you will have the option to Find Replacement for the shift.
Updated on April 13, 2017

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