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Updated Planday: Build and use templates

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*This article is only for customers who have been upgraded to the new Planday platform. You can read more about that process in this blog post.*

Templates are great for creating the foundation of your schedule, or to save recurring weeks for later use. The Templates editor in Planday is a powerful planning tool that brings together all the scheduling features you need. 

In this article, we show you everything you need to know about working with templates in the revamped Planday. We'll start with the basics, and go into more and more detail further down the page. 

Working with the new Templates editor | Copy week | Save your schedule as a template | Move and copy shifts in the Templates editor | Working with different views in the editor | Apply templates to your schedule | Templates and working time rules

Working with the new Templates editor

Navigation: Schedule > Schedule > Templates > Create new

From the Schedule, you can find the Templates menu in the top right corner. From here, you can do the following:

  • Edit existing templates
  • Create a new template
  • Save your current schedule as a template
  • Apply your template to the schedule
  • Copy weeks 

In the video below you can see how to create a new template, and go through the key functionality in the Templates editor, including how to apply a template to your schedule.

Copy week

Navigation: Schedule > Schedule > Templates > Copy week

If you have a weekly schedule you want to reuse, you can quickly copy it by going to the Templates menu and clicking Copy week. Choose the week you want to copy your schedule to and confirm.

When you copy a week, all existing shifts that aren't already approved for payroll, or don't have Punch Clock entries, will be overwritten.

The best way to use Copy week, is to always copy to an empty week. This way, you don't run the risk of overwriting anything by accident. 

Save your schedule as a template

Navigation: Schedule > Schedule > Templates > Save as template

In the revamped Planday, schedules can be saved as templates. If you can an existing schedule that works for you, you can reuse it later or edit it before reusing it.  

Click the Templates menu and choose Save as template. Next, you should:

  • Give the template a name
  • Choose the number of weeks you want to save, and the date you want to save it from
  • Click Save

After you have saved your schedule as a template, you can access it from the Templates menu by clicking Edit template.

Move and copy shifts in the Templates editor

Navigation: Schedule > Schedule > Templates > Edit template

If you have the same shift on multiple days, copy the shift by holding down the Cmd (Mac) or Ctrl (Windows) key and place a copy of the shift wherever you need it. 

Copy shifts works across all three views in the Templates editor: Employees, Groups, and Positions.

To move a shift, simply drag and drop it to where you want it.

Move_and_copy_in_template.gif

Working with different views in the editor

Navigation: Schedule > Schedule > Templates > Edit template

As in the Schedule, there are three different views available in the Templates editor: Employees, Groups, and Positions.

Employees

Working in the Employees view gives you an overview of the number of hours each employee is scheduled in the week you're working on. This is great for keeping track of an individual employees' hours, and making sure you don't schedule anyone too much or too little.

Note that the hours shown are excluding breaks. 

In the Employees view, you can drag and drop open shifts to assign them to employees. 

Groups

In the Groups view, you can see your shifts per Employee group. This gives you a nice overview of the split between Employee groups. If you haven't set up Positions, the Groups view is useful for checking to see if you've scheduled employees for all the roles you need covered. 

If you want more information on each shift, or you'd like to categorize shifts across Employee groups, we recommend setting up Positions.

Positions

If you've set up the Positions view, you can work with it in exactly the same way as you do in your schedule. As you fill your templates with shifts, the hours for each of your sections will update accordingly.

Apply templates to your schedule

Navigation: Schedule > Schedule > Templates > Apply template

When applying templates, it's important to check the settings, and the date you apply the template from. Go to the week where you want to start applying your template, then go to the Templates menu, and click Apply template.

You have two options when applying a template:

  • Update existing and add new shifts
  • Delete all and add new shifts

The first option will try to merge the existing Schedule with the information from the template. The second option will delete everything currently in the Schedule, and then add the information from the template. 

When switching between the options, you should see a preview of how the end result will look.

Update_or_delete.gif

We recommend that you always apply templates to empty weeks. This gives you the best overview and control. When you've checked the settings, click Next. Planday will check for any working time violations, before you confirm by clicking Apply.

Templates and working time rules

Navigation: Settings > Schedule > Working time rules

In the revamped Planday, a check against working time rules is run before you apply a template. This is useful for making sure you don't schedule employees in breach of working time regulations in your country or industry. 

Checks against working time rules are also made for every change you make to the schedule. 

Check out this article for more information on how to set up working time rules.

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