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Schedule Templates

Schedule Templates Schedule Templates let you save a week's shift pattern and reuse it in the future. Instead of rebuilding the same schedule from scratch ev...

Written by Ryan VanVuren

Schedule Templates let you save a week's shift pattern and reuse it in the future. Instead of rebuilding the same schedule from scratch every week, save it as a template and apply it in seconds -- with options to replace or merge with existing shifts.

Accessing Templates

There are two ways to work with templates:

  1. From the Schedule Calendar -- Click the Templates dropdown in the secondary bar. This shows a quick list of saved templates with options to load or save.

  2. Templates Management Page -- Navigate to /admin/{storeCode}/schedule/templates for the full management interface. You can also reach this by clicking Manage Templates in the Templates dropdown.

You need the uri_schedule_manage permission to create, edit, delete, or apply templates.

Creating a Template

From the Schedule Calendar

  1. Build the week's schedule the way you want it on the calendar.

  2. Click the Templates dropdown in the secondary bar.

  3. Click Save Current Week as Template.

  4. Enter a Template Name (required, 1-100 characters, must be unique).

  5. Optionally add a Description (up to 500 characters) with notes about when to use this template.

  6. Review the Source Week and Shifts to Save count shown in the info box.

  7. Click Save Template.

From the Templates Page

  1. Go to the Templates management page.

  2. Click Create from Current Week.

  3. This redirects you to the Schedule Calendar with the save template dialog open.

Tip: Give templates descriptive names like "Summer Weekend Schedule" or "Holiday Staffing" so they are easy to find later.

Viewing Templates

On the Templates management page, each template appears as a card showing:

Field

Description

Name

The template name you assigned

Description

Your notes about the template

Shift Count

Number of shifts stored in the template

Last Used

When the template was last applied to a schedule

Click the three-dot menu on any template card to access:

  • View Details -- Opens a detailed modal showing template name, creation date, shift count, last used date, description, and a day-by-day shift breakdown.

  • Edit -- Modify the name, description, or replace the template's shifts with a different week.

  • Delete -- Permanently remove the template.

Loading (Applying) a Template

Quick Load from Calendar

  1. Click the Templates dropdown on the Schedule Calendar.

  2. Click a template name from the list.

  3. The Load Template modal opens.

Load from Templates Page

  1. On the Templates management page, click Load to Schedule on any template card.

  2. This navigates to the Schedule Calendar and opens the Load Template modal.

Load Template Options

The Load Template modal provides several configuration options:

Load Mode:

Mode

Description

Replace

Deletes all current week shifts first, then adds the template shifts. Use this for a fresh start.

Merge

Adds template shifts alongside existing ones. Use this to fill in gaps without removing what you already have.

Load as Open Shifts:

  • Check this option to strip employee assignments from the template shifts, creating unassigned open shifts instead.

  • Useful when you want the shift pattern but need different employees to fill the slots.

Conflict Detection

When loading a template, the system checks for conflicts:

  • Overlapping shifts -- An employee already has a shift during the same time window.

  • Availability conflicts -- The template assigns an employee during a time they marked as unavailable.

If conflicts are detected, a conflict table appears showing:

  • The day and time of each conflict

  • The affected employee

  • The nature of the issue

  • Options to include or skip each conflicting shift

Use Select All / Deselect All to quickly manage conflict selections.

Applying

  1. Choose your load mode (Replace or Merge).

  2. Optionally check Load as Open Shifts.

  3. Review and resolve any conflicts.

  4. Click Apply Template.

The template's shifts are created on the current calendar week.

Editing a Template

  1. On the Templates management page, click the three-dot menu on a template card.

  2. Select Edit.

  3. Modify the Template Name or Description.

  4. Optionally check Replace template shifts with current week's schedule to update the stored shift data.

    • If checked, select the Source Week (the Monday of the week to copy shifts from).

  5. Click Save Changes.

Warning: Replacing template shifts is destructive -- the old shift data in the template is permanently overwritten.

Deleting a Template

  1. On the Templates management page, click the three-dot menu on a template card.

  2. Select Delete.

  3. Confirm the deletion in the modal.

This action cannot be undone.

Best Practices

  • Create templates for recurring patterns -- If you have a standard weekday schedule and a different weekend schedule, save each as a template.

  • Use descriptive names -- "Mon-Fri Standard (8 employees)" is more helpful than "Template 1."

  • Update templates when patterns change -- Use the edit function to replace shifts with an updated week's schedule.

  • Use Merge mode for partial templates -- Save a "Weekend Coverage" template and merge it with your existing weekday schedule.

  • Load as Open Shifts first -- When staffing changes between weeks, load as open shifts and then manually assign the right people.

Troubleshooting

Template shows 0 shifts

  • The template was saved from a week that had no shifts, or the shifts were deleted after saving.

  • Edit the template and replace shifts from a week that has the desired schedule.

Conflicts preventing load

  • Review each conflict in the conflict table. You can deselect individual conflicting shifts to skip them.

  • Switch to Merge mode if you want to add shifts without replacing existing ones.

Template not appearing in the dropdown

  • Refresh the page. Templates are loaded dynamically.

  • Confirm the template was saved successfully (check for error messages).

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