Repeating Template: A Template that creates Orange Shifts that occur multiple times
Orange Shift: Created and modifiable by a Repeating Template
Blue Shift: Not modifiable by a Repeating Template
Skillset: The individual role a worker can sign up for on either an Orange or Blue Shift (e.g. Server at 2:30)
What is a Repeating Template?
When creating a shift, there is an option to make it a Repeating Template. A Repeating Template allows you to schedule repeating and multi-day shifts. Orange Shifts will be created from the Repeating Template. For example, a Repeating Template can create Orange Shifts that occur every Monday at designated times.
How to Create:
Creating a repeating shift is incredibly easy and nearly the same as any other List View shift.
- Go to Toolkit
- Go to List View
- Click on Create Shift
- Fill out the details like normal
- Check Create Template
- Enter a frequency - This is how often the shift should happen such as once a week, every day, every 3 days, etc.
- Enter an end date - This is the last date. Do not worry if it isn't perfect with your frequency. Schedulehead will adjust the end date to a slightly earlier date to match the frequency specified.
- Decide whether you want template signup - This allow workers to sign up for the template and be put on all of the individual shifts rather than signing up for each one individually. Great if you want the same people working every monday morning shift.
How to Sign Up:
The Template Sign-up Option allows workers to sign up for all shifts related to the Repeating Template (Orange Shifts) with a single-click rather than signing-up for each Blue Shift. When this option is selected, a worker can sign up for a Repeating Template and will be placed on every Orange Shift.
- If you do not check Template Signup, the shifts will just show up like normal individual shifts to the workers.
- Within 7 days of the shift, unfilled skillsets of a Repeating Template will appear as Blue Shifts to workers rather than Orange Shifts. This ensures that the skillset can be filled by a worker, without having them commit to multiple shifts.
- Workers that sign up for a Repeating Template may not be signed up for all the Orange Shifts of the Repeating Template. This occurs when an Administrator manually adds someone to an Orange Shift, or when a server signed up for a skillset that was unfilled and within 7 days.
- A worker can still sign up for a Repeating Template even if they have conflicting shifts in the future. It will ask them if they want to bailout of the conflicts to join the Repeating Template. However, if they have more than 3 conflicts, the repeating template will not show up for them. If you assign them manually, they can have in infinite number of conflicts. It will just ask you if you want to remove them from the conflicting shifts
Changes to an Orange Shift:
Adding or removing a worker from an Orange Shift will not convert a shift into a Blue Shift. Likewise, workers that bail out or sign-up will not convert the shift. However, any other changes such as changes in time, place, the Reviewer, etc., will convert the shift into a Blue Shift. If a worker decides to bail out of an Orange Shift, that shift will appear to all other workers as a Blue Shift.
Things of Note:
Schedulehead creates shifts up to 90 days in the future. If the end date of a Repeating Template is more than 90 days out, shifts will be added weekly until the end date is less than 90 days.