Rota Planner: Create a Reusable Shift Template

What is a Template?

The Template feature in the Rota Planner allows you to streamline the process of assigning shifts and rotations to staff. If you operate a recurring pattern, such as 4 days on, 4 days off, Templates allows you to configure and save this shift schedule. Once saved, you can apply templates to a specific timeframe and choose to replace existing saved shifts with the new applied template. By using pre-configured templates, you can quickly apply a set of predetermined shifts or rotations to your team's schedule, saving time and ensuring consistency.

Creating a Template

1. Add your sample shifts as required, to the necessary time frame. For example, for 2 on - 2 off, you would add the 2 days shifts and leave 2 blank.
2. Once the shifts are added and all are in place for the desired template, click on 'Create Template'.
3. You'll be prompted to confirm some details including the date range to be saved (in an example of 2 on, 2 off - it would be a total of 4 days start to finish), a suitable name, and the employees this applies to.
4. Click Save. Your Template is ready to go!

Applying your Template

1. Select 'Apply Template' and select the template you wish to use. On selecting the template, you'll be prompted with some additional fields.
2. Input the date range you'd like to apply this template to, confirm the employees and select 'clear existing shifts' if you'd like to replace any shifts already published in this period for the employees in question (if not, any instances of existing shifts that clash, the template won't apply here). The pattern will apply for the duration you have specified - even if this exceeds the initial template, it will repeat throughout the period outlined.
3. Once you're happy with the details there, click 'Apply Template' to input shifts based on the template pattern for the timeframe selected.
4. Check the shifts have applied correctly and publish your rota or continue working on it in drafts!

Updated on: 01/09/2025