Auto-Scheduling and Templates

Create templates to make scheduling even faster. With Templates, you'll be able to create a schedule in seconds. Follow the 6 steps below to get started:

  1. How it works
  2. Getting Started
  3. Create a template
  4. Open Shift template
  5. Filling shifts from a template
  6. Permissions


1. How it works 

  • Create a template with all the shifts you need filled, as well as what qualifications (Role and Skill Level) employees need to have.
  • The auto-scheduler will then find available employees that meet those qualifications and automatically schedule them into the shift times you've specified. The shifts created will also work around approved Availability and Time Off.
  • Review the schedule that was auto-filled and hit 'Publish' when you are ready. 

*Note: The template is not a schedule. Think of it as a blueprint which includes the rules you require for a specific schedule.

 2. Getting started

Creating a schedule template is easy. First, click on the 'Calendar' icon to  access the Schedules page, then click on 'Templates'.

To create a template, click the green '+ Add' button.

Name your template and select the Location and Department. 

Once you click 'Save', you'll be taken to a screen where you can create the template. You will also be able to enter Labor Target % and Projected Sales.

*Note: Projected Sales and Labor Target Percentages are for the Location you're on. They are not specific to the Department.


3. Create a template

To add a shift, click the green '+' button and specify the Skill Level required for this shift, the Role, and the quantity of shifts you need and at what time.

By default, your employees will all be classified "Skill Level 2 (Intermediate)" when adding shifts unless, you've specified otherwise in their employee profile.

A finished template will look something like this:

*Note: All changes/additions you make to the template will be auto-saved.


4. Open Shift template

Another way to use templates is to create an Open Shift Template. To do this, select 'Open Shifts' for all shifts within the template.   

Once you have added all of your shifts, a finished Open Shift Template will look something like this:

*Note: All changes/additions you make to the template will be auto-saved.

 

5. Filling shifts from a template

Now that you've created your template, you can easily use it to fill the schedule. From the schedule you wish to fill, simply click on Tools > Fill from template.

If you already have shifts on the schedule, you will be asked to choose whether you wish to merge the template with the existing shifts on the schedule or you wish to overwrite them.

 

Once the template has been applied to your schedule, there may be shifts that are unable to be filled. If this is the case, you will see a window that looks similar to this:

Once you click 'Take me to the schedule', you'll be able to see the shifts that we weren't able to assign. You can manually assign them from there.


For an Open Shift Template, you can simply drag the Open Shifts to the employees you wish to assign them to.

6. Permissions

As an Admin, you can decide which Managers are allowed to manage templates by editing their permissions in their profile. 

*Note: Only admins have the ability to delete templates.

Need additional support? Contact support@7shifts.com

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